Senior Administrative Operations Coordinator, Chair's Office

Duke University; Durham (NC); Hybrid; USD 50,000 - 79,000; Full time

Benefits offered by this job

One remote workday per week

Job summary

Duke University in Durham, NC seeks a Senior Administrative Operations Coordinator in the Chair's Office to support the Chair and Chief Administrative Officer. You will manage executive calendars, coordinate meetings, prepare agendas, and serve as a trusted partner across the department and health system.

The role emphasizes excellent communication, discretion with confidential information, and collaboration with faculty, staff, and external partners to advance patient care, research, and

Qualifications

• Significant experience supporting senior executives, physicians, or academic leaders.
• Advanced proficiency with Outlook calendar management and coordinating complex executive schedules.
• Strong organizational, prioritization, and problem-solving skills.
• Ability to adapt quickly in a fast-paced environment.
• Demonstrated commitment to customer service excellence and confidentiality.

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.
• Coordinate meetings, interviews, retreats, special events, and executive-level engagements.
• Prepare agendas, presentations, briefing materials, itineraries, and supporting documentation.
• Draft, edit, and coordinate professional correspondence, reports, and communications.
• Build and maintain collaborative relationships across Duke University School of Medicine and Duke Health.
• Support leadership initiatives, departmental priorities, and special projects.

Skills

Calendar management

Organization

Communication

Confidentiality

Problem-solving

Customer service

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Be You. Be Bold. Choose Duke.

Senior Administrative Operations Coordinator, Chair's Office

Department of Neurosurgery | Duke University School of Medicine

Be You.

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As the Senior Administrative Operations Coordinator, you will play a critical role in supporting the Chair and Chief Administrative Officer of the Department of Neurosurgery. Your organizational expertise, professionalism, and commitment to exceptional service will help advance the department's mission of delivering world-class patient care, groundbreaking research, and innovative medical education.

You will serve as a trusted partner to departmental leadership, building strong relationships across the School of Medicine and Health System while helping ensure the seamless execution of executive priorities and departmental initiatives.

Be Bold.

The Department of Neurosurgery is seeking a highly organized, proactive, and service-oriented administrative professional with demonstrated experience supporting senior leaders in a complex and fast-paced environment. This role requires exceptional judgment, adaptability, and the ability to manage competing priorities while maintaining the highest standards of professionalism and confidentiality.

What You'll Do

Executive Leadership Support

• 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.

Operational Coordination

• 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.

Communication and Relationship Management

• 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.

Project Support and Continuous Improvement

• 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.

What You'll Bring

• 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.

Minimum Qualifications

• Associate degree required.
• Bachelor's degree preferred.
• Relevant administrative, executive support, operations, or related professional experience.
• Equivalent combination of education and experience may be considered.
• Five (5) years of progressively responsible administrative or executive support experience.
• Demonstrated experience supporting senior leaders, executives, physicians, department chairs, or other high-level professionals.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing complex calendars and coordinating meetings involving multiple stakeholders.
• Experience handling sensitive and confidential information with discretion and professionalism.
• Excellent written and verbal communication skills.
• Strong organizational skills with demonstrated ability to manage multiple priorities and meet competing deadlines.
• Ability to work independently while exercising sound judgment and initiative.
• Exceptional customer service and interpersonal skills.

Work Environment

• Primarily onsite position located in Durham, North Carolina.
• Opportunity for one remote workday per week based on business and operational needs.
• Standard schedule is Monday through Friday, 7:30 a.m. to 4:30 p.m.
• No regular weekend work required.
• Flexibility is essential to support executive schedules, special events, and departmental priorities.

Choose Duke.

At Duke, you will join a team dedicated to excellence, innovation, and impact. This role offers more than traditional administrative support. It is an opportunity to become a strategic partner within the Chair's Office, helping department leadership achieve critical goals that support patient care, research, education, and operational success.

You’ll work alongside exceptional colleagues in an environment that values collaboration, continuous improvement, and professional growth while making meaningful contributions to one of the nation’s leading academic medical centers.

Ready to Make a Difference?

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $49,939.00 to USD $79,487.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Equal Opportunity Employer:

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 reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: [e-mail]; phone: [phone]).