TITLE: Administrative Specialist—DUHS (Duke University Health System) Network Services
REPORTS TO: Assistant Vice President, Specialty Affiliations
ACCOUNTABLE TO: Associate Vice President, Network Services
Duke Network Services, an integral part of the Duke University Health System, transforms health care locally, regionally and nationally with affiliations throughout the eastern United States. Network Services support a wide range of community-based specialty and hospital affiliations, linking them with the renowned expertise of Duke Health through innovative programs that promote evidence-based medicine, improve community health and facilitate access to research. The position supports provides high-level administrative support to the initiatives led by Network Services Associate Vice President and Assistant Vice President for Subspecialty Affiliations. The successful candidate should have a history of senior level or executive administrative support and portray highly professional administrative experience, based within Duke Health's mission and values.
Provide complex, high-level administrative support to department or group of professionals and senior leaders. Apply knowledge and skills to resolve complex administrative problems independently or with others.
Scheduling, Calendar Management and Travel
Schedule and maintain multiple challenging calendars of appointments, meetings and travel itineraries, and coordinate related arrangements. Proactively identify scheduling conflicts and provide suggestions for resolution with the senior leader in a timely manner.
Schedule complex travel arrangements including ground and air transportation-commercial and private, hotel arrangements for multiple leaders. Responsibilities include management and oversight of all travel accommodations to ensure smooth travel plans.
Regularly collaborate with other support staff to coordinate multiple demanding calendars, while ensuring that critical meetings are scheduled allowing leaders to meet business objectives.
Compose, proofread or edit formal correspondence, memoranda, and short reports for internal or external circulations.
Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.
Coordinate communications between the supervisor and other executive, 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 promptly. Prioritize and resolve inquiries (phone, e-mail, and in-person).
Develop efficient and effective ways of organizing paper and electronic information utilized by Network Services. Responsible for one or more routine office administrative responsibilities.
Create complex databases. Compile and manipulate data, summarize findings and write reports or portions of reports. Extract and compile a range of data from written sources, individuals, and/or databases, providing a limited interpretation of data.
Analyze complex information requests and determine complex trends.
Compile and update advanced presentation materials; independently prepare complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.
Assist in developing budgets and monitoring expenditures, processing procurement card expenses and reconciling financial documents. Ensure documentation is adequate and timely per Duke Financial policies and procedures.
Coordinate and complete special projects independently or in cooperation with other groups as assigned. Plan and coordinate special events as assigned.
Assist with onboarding of new administrative staff within the department as appropriate. Provide guidance to team members as appropriate. Take steps to maintain and grow personal competency
Specialized Program Coordination
Determine administrative needs for conferences, meetings, seminars or other related high-level activity where the leadership is in charge of event. Coordinate meeting logistics, which include but are not limited to: audio/visual needs, handout preparation, arrangement for meals/ refreshments as required, management and ownership of meeting space logistics.
Work Culture/Customer Service
Act as a liaison between the department leadership and external groups. Interpret and communicate policies/procedures to other parties based on knowledge of the
Organizational and departmental guidelines.
Serve on Network Services committees and/or work groups as appropriate.
Collaborate and maintain positive relationships with all parties involved in the functioning of Network Services. Actively participates in Duke activities related to living our values. Create a supportive team environment and provide high-quality customer service for both internal and external team members and customers.
**Perform other related duties incidental to the work described herein. **
Preferred Knowledge Skills and Abilities
Ability to thrive in a fast-paced organization with multiple competing priorities.
Ability to debrief and review activities for process improvement.
Required Minimum Qualifications
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.
Knowledge, Skills and Abilities
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.
Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.