Administrative Specialist - Duke Primary Care

Duke Careers•Durham, NC

7d•Hybrid

About The Position

Duke Primary Care is seeking an Administrative Specialist to support key teams including Duke Urgent Care, Human Resources, Performance Excellence, Communications, and Education. These departments collaborate to ensure smooth operations, support staff, and enhance patient experiences, upholding Duke Health's commitment to exceptional care. The role involves managing complex administrative responsibilities to help the team operate efficiently, ensuring smooth day-to-day operations, effective communication, and organized processes.

Requirements

High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership.
Two years postsecondary education with three years of experience.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.
Demonstrated the understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.
Demonstrated success applying highest level of secretarial skills.
Demonstrated the ability to gain the confidence and cooperation of peers.
Demonstrated editing and proofreading skills.
Ability to juggle multiple tasks and meet demanding deadlines.
Must be self-direct and able to take initiative.

Responsibilities

Schedule and maintain a challenging calendar of appointments, meetings, and travel itineraries, and coordinate related arrangements.
Partner with other support staff to coordinate multiple demanding calendars, ensuring critical meetings are scheduled and business objectives are met.
Determine administrative needs for conferences, meetings, seminars, or other high-level activities led by leadership; assemble and arrange necessary items.
Coordinate communications between the supervisor and other professional and administrative staff, within and outside the organization.
Serve as principal source of information to staff and visitors for questions.
Respond to requests for information and provide assistance as appropriate.
Prioritize and resolve inquiries received via phone, email, or in person.
Act as a liaison between the department and external groups.
Interpret and communicate policies and procedures to other parties based on knowledge of the organization and departmental guidelines.
Develop advanced presentation materials; independently prepare complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.
Create complex databases.
Compile and manipulate data, summarize findings, and write reports or portions of reports.
Extract and compile data from written sources, individuals, and/or databases, providing limited interpretation of data.
Compose, proofread, or edit formal correspondence, memoranda, and short reports for internal or external circulation; assemble attachments and corresponding material; review outgoing material for completeness, dates, and signatures.
Analyze complex information requests and identify complex trends.
Assist in developing budgets, monitoring expenditures, reconciling financial statements, investigating discrepancies, and processing corrective action.
Coordinate and complete special projects independently or in cooperation with other groups as assigned.
Plan and coordinate special events as assigned.
May routinely provide leadership and direction to lower-level co-workers.
May provide input to the performance appraisal process and hiring and firing of lower-level staff.
Assist with screening applications and conducting initial interviews of entry-level staff as needed.
Orient and train entry-level staff, and oversee administrative staff in a variety of administrative tasks.
Perform other related duties incidental to the work described herein.