Senior Administrative Operations Coordinator, Chair's Office
About The Position
The Duke University School of Medicine, established in 1930 and ranked sixth nationally, is seeking a Senior Administrative Operations Coordinator for the Department of Neurosurgery's Chair's Office. This role is crucial in supporting the Chair and Chief Administrative Officer, contributing to the department's mission of delivering world-class patient care, groundbreaking research, and innovative medical education. The position involves serving as a trusted partner to departmental leadership, fostering relationships across the School of Medicine and Health System, and ensuring the smooth execution of executive priorities and departmental initiatives. The ideal candidate will be highly organized, proactive, and service-oriented, with demonstrated experience supporting senior leaders in a complex and fast-paced environment. Exceptional judgment, adaptability, and the ability to manage competing priorities with professionalism and confidentiality are essential.
Requirements
- Significant experience supporting senior executives, physicians, academic leaders, or other high-level professionals.
- Advanced proficiency in Microsoft Outlook calendar management and coordination of complex executive schedules.
- Strong organizational, prioritization, and problem-solving skills.
- Ability to adapt quickly and effectively in a fast-paced environment.
- Outstanding communication and interpersonal skills.
- Proven ability to anticipate needs and proactively resolve challenges.
- Demonstrated commitment to customer service excellence.
- Ability to maintain confidentiality and exercise professional judgment.
- Associate degree required.
- Relevant administrative, executive support, operations, or related professional experience.
- Equivalent combination of education and experience may be considered.
Nice To Haves
- Bachelor's degree preferred.
Responsibilities
- Provide comprehensive administrative support to the Chair and Chief Administrative Officer.
- Manage complex executive calendars involving multiple stakeholders, competing priorities, and time-sensitive requests.
- Anticipate scheduling conflicts and proactively develop solutions.
- Coordinate meetings, interviews, retreats, special events, and executive-level engagements.
- Prepare agendas, presentations, briefing materials, itineraries, and supporting documentation.
- Serve as a key liaison between departmental leadership, faculty, staff, university leadership, clinical partners, patients, and external stakeholders.
- Support leadership initiatives, departmental priorities, and special projects.
- Coordinate travel arrangements, expense processing, and administrative workflows.
- Assist with monitoring deadlines, commitments, and recurring operational activities.
- Draft, edit, and coordinate professional correspondence, reports, and communications.
- Deliver exceptional customer service through responsive, professional, and solution-focused interactions.
- Build and maintain collaborative relationships across Duke University School of Medicine and Duke Health.
- Exercise sound judgment and handle confidential and sensitive information with discretion.
- Assist with departmental strategic initiatives and operational projects.
- Support process improvement efforts through innovation, technology, and best practices.
- Identify opportunities to increase efficiency and enhance administrative operations.
Benefits
- Comprehensive and competitive medical and dental care programs
- Generous retirement benefits
- Wide array of family-friendly and cultural programs
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
