Administrative Specialist - Employee Experience

Duke Clinical Research Institute; Durham (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

Duke Health is seeking an experienced administrative assistant to provide high-level support to a department. The role involves complex scheduling, document preparation, data management, and executive communication.

You will create databases, compile data for reports, and coordinate internal/external communications while ensuring accuracy and timely delivery. This position emphasizes proactive leadership in coordinating high-level activities.

Qualifications

• In-depth knowledge of department policies, procedures, and goals with admin support experience.
• Demonstrated leadership in scheduling, prioritizing, and coaching.
• Strong secretarial skills including proofreading and formatting.

Responsibilities

• Schedule and maintain calendars, meetings, and travel itineraries.
• Coordinate multiple calendars and ensure critical meetings are scheduled.
• Prepare advanced presentation materials, reports, charts, and spreadsheets.
• Create and manage complex databases and data summaries.
• Compile data, write reports, and provide limited data interpretation.
• Proofread or edit formal correspondence and assemble attachments.
• Coordinate communications between supervisor and staff, internal and external.

Skills

Policy knowledge

Leadership skills

Secretarial skills

Interpersonal skills

Editing/Proofreading

Multitasking

Self-directed

Education

High school +5 yrs admin

2 yrs postsecondary +3 yrs

Equivalent education/experience

Job description

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.

General Description of the Job Class

Provide high-level administrative support to a department or group of professionals. Apply knowledge and skills to resolve complex administrative problems independently or with others.

Duties and Responsibilities of this Level

• Schedule and maintain a challenging calendar of appointments, meetings, and travel itineraries, and coordinate related arrangements.
• Partner with other support staff on an ongoing basis to coordinate multiple demanding calendars, while ensuring that critical meetings are scheduled and business objectives are met.
• 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 a range of data from written sources, individuals, and/or databases, providing a 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.
• 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 (phone, e-mail, in-person).
• Analyze complex information requests and determine complex trends.
• Determine administrative needs for conferences, meetings, seminars or other related high-level activities where the leadership is in charge of the event. Assemble and arrange for necessary items.
• Assist in developing budgets and monitoring expenditures; reconcile financial statements. Investigate discrepancies and process corrective action.
• Act as a liaison between the department and external groups.
• Interpret and communicate policies/procedures to other parties based on knowledge of the organization and departmental guidelines.
• 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.

Minimum Qualifications

Education

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.

Experience

N/A

Knowledge, Skills and Abilities

• In-depth knowledge of department policies, procedures, and goals, as well as administrative support in completing complex tasks.
• Demonstrated understanding of basic leadership approaches such as work scheduling, prioritizing, and coaching.
• Demonstrated success applying the 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-directed and able to take initiative.

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military 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.