Finance Admin & Calendar Coordinator

Duke Careers; Durham (NC); On-site; USD 52,000 - 75,000; Full time

Job summary

Duke Careers is seeking an Administrative Specialist to provide administrative and operational support to the Corporate Finance leadership team and department staff. You will assist with scheduling, meeting coordination, communications, document preparation, data tracking, and general office operations to ensure efficient functioning.

This role works across Duke University Health System, supporting day-to-day activities, coordinating department events, travel arrangements, and confidential

Qualifications

• High school education with five years of progressively responsible administrative support.
• Two years of postsecondary education with three years of experience.
• Equivalent combination of education and/or experience accepted.
• Experience supporting leaders or teams in healthcare, finance, academic medicine, or large organizational setting preferred.
• Proficiency with Microsoft Office applications.

Responsibilities

• Provide administrative support to Finance leaders and department staff.
• Coordinate and maintain calendars, meetings, and appointments, ensuring effective scheduling and communication with participants.
• Arrange meeting logistics including conference rooms, virtual meeting platforms, agendas, materials, refreshments, and related preparations.
• Support department meetings, leadership meetings, retreats, trainings, and special events.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, spreadsheets, meeting materials, and other business documents.
• Assist in the development and maintenance of presentations, Excel tracking tools, reports, and other departmental resources.
• Maintain departmental files, records, electronic documents, and shared repositories.
• Serve as a point of contact for routine inquiries, directing requests to appropriate individuals and providing information as needed.
• Coordinate travel arrangements and process related documentation and reimbursements in accordance with organizational policies.
• Track department action items, deliverables, deadlines, and recurring activities.
• Assist with invoice processing, purchase requests, expense reconciliation, and other administrative financial activities.
• Compile information from various sources and assist with data collection, reporting, and document preparation.
• Support onboarding activities for new employees, including coordination of schedules, materials, and departmental resources.
• Coordinate special projects and initiatives independently or in collaboration with other administrative and operational staff.
• Maintain confidentiality of sensitive information and departmental records.
• Interpret and apply established departmental and organizational policies and procedures.
• Perform other related duties as assigned

Skills

Organizational skills

Time management

Verbal and written communication

Discretion and confidentiality

Customer service

Independent work with collaboration

Education

High school diploma with 5 years admin support

Two years postsecondary education with 3 years experience

Equivalent education/experience

Tools

Microsoft Office

Outlook

Word

PowerPoint

Excel

Teams

Job description

Duke Careers is seeking an Administrative Specialist to provide administrative and operational support to the Corporate Finance leadership team and department staff. You will assist with scheduling, meeting coordination, communications, document preparation, data tracking, and general office operations to ensure efficient functioning.

This role works across Duke University Health System, supporting day-to-day activities, coordinating department events, travel arrangements, and confidential