Administrative Specialist - Palliative Care

Duke Careers•Durham, NC

6d•Onsite

About The Position

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together. About Duke University Hospital Pursue your passion for caring with Duke University Hospital in Durham, North Carolina, which is consistently ranked among the best in the United States. The largest of the four Duke Healthhospitals with 1062 patient beds, it features comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center, an endo-surgery center, and more. Work arrangement: On-site Duke Hospital (Palliative Care) Job Summary The Administrative Specialist serves as a central operational, communications, and program coordination hub for Duke Palliative Care and provides direct executive support to the Division Chief. This highly visible role partners with clinical, education, communications, and leadership teams to ensure seamless operations, outstanding learner and faculty experiences, and consistent, professional communications across Duke Health.

Requirements

High School diploma + 5 years of progressive administrative experience OR Associate’s degree + 3 years of administrative experience OR equivalent combination of education and experience.
3-5 years of administrative experience

Responsibilities

Manage complex calendars, meetings, travel, and high-priority communications for the Division Chief.
Prepare and edit professional correspondence, reports, presentations, and leadership materials.
Serve as a central point of contact for faculty, staff, trainees, and external partners.
Track, organize, and maintain office systems, space assignments, distribution lists, and IT resources.
Partner with Finance to process purchases, reimbursements, honoraria, and event expenses.
Coordinate medical student, resident, fellow, and PA learner scheduling across clinical services.
Manage TeamUp calendars, MedHub evaluations, and DukeHub registration support.
Support teaching programs, workshops, Grand Rounds, and academic conferences.
Lead logistics and communications for: Weekly Palliative Care Grand Rounds VitalTalk and Goals of Care training programs Annual Galanos & Family Lecture Team retreats, pediatric conferences, and educational events
Manage CME documentation, speaker coordination, Zoom logistics, honoraria, and communications cadence.
Design and distribute division-wide emails, newsletters, announcements, and branded templates.
Produce the quarterly Duke Palliative Care newsletter.
Maintain and update Duke Sites, SharePoint, and Teams pages for: Duke Center for Palliative Care Hospice & Palliative Medicine Fellowship Goals of Care Initiative Educational and faculty resources
Support team culture, well-being, DEI, and recognition programs.
Coordinate awards, gifts, and team celebrations.
Support coaching cycles, surveys, and performance-related communications.
Compile, analyze, and summarize program, education, and participation data.
Create reports and dashboards to support leadership decision-making.
Independently manage special projects and cross-department initiatives.