ADMINISTRATIVE COORDINATOR

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.

Job Summary

The Administrative Coordinator (AC) provides high-level administrative and operational support to Nephrology divisional leadership, including the Chief of the Division of Nephrology, a leader overseeing clinical care, research, and academic programs. The AC plays a critical role in ensuring the smooth day-to-day functioning of the Division by managing complex calendars, coordinating communications, supporting strategic initiatives, and liaising with internal and external stakeholders. This is a trusted position requiring discretion, initiative, organizational excellence, and the ability to manage competing priorities in a fast-paced academic medical environment.

Duties and Responsibilities

Administrative Support

• Manage the Division Chief’s complex calendar, including clinical, research, and administrative commitments.
• Schedule and prepare for internal and external meetings, including agendas, minutes, and follow-ups.
• Coordinate travel arrangements, conference logistics, purchasing, and expense reimbursements.

Operational and Project Coordination

• Track and support Division-wide projects, faculty deadlines, and recurring reporting (e.g., grants, IRBs, promotion packets).
• Support recruitment efforts, onboarding of new faculty/staff, and coordination with HR and credentialing teams.
• Serve as liaison to the Chair’s office, hospital leadership, and research collaborators.
• Manage operational activities for divisional space and facilities, including budgeting for space-related needs, ensuring optimal space utilization, planning relocations and renovations, and serving as a liaison to the departmental space committee.

• Provide administrative support for financial processes, including assisting in budget development and tracking for specific divisional projects and events, ensuring adherence to institutional financial policies, accurate documentation of expenditures, and timely reconciliation of costs. Contribute to financial planning efforts by gathering data, preparing summary reports, and identifying trends or discrepancies that inform strategic decision-making. Assist in forecasting and planning to support strategic and operational goals.

Communications

• Draft and proofread correspondence, reports, and presentations on behalf of the Division Chief.
• Monitor and prioritize incoming communications, ensuring timely follow-up and triage.
• Maintain professional, clear, and respectful communications on behalf of the Division.
• Manage divisional and laboratory contact lists.

Confidential Support

• Manage sensitive information related to faculty affairs, performance reviews, and departmental strategy.
• Maintain confidentiality and professionalism in handling institutional, clinical, and personnel matters.

Team Supervision and Management

• Supervise and coordinate the work of designated employees.
• Manage personnel activities, including but not limited to hiring, performance appraisals, promotions, transfers, and schedules, to meet University and divisional objectives.

Qualifications:

Required:

• Education/Training: Work requires a general business background generally equivalent to a bachelor’s degree in a business-related field.
• Experience: Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
• A master’s degree in a business-related field may be substituted for 2 years of experience.

Or any other equivalent combination of relevant education and/or experience.

Preferred:

• 3+ years of experience in an executive or high-level administrative support role.
• Experience in an academic medical center, hospital, or higher education environment.
• Familiarity with medical terminology, faculty appointment and promotion processes, and/or research administration.
• Experience supporting physician-leaders or senior faculty.
• Demonstrated proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with cloud-based tools (e.g., Box, Google Drive).
• Exceptional written and verbal communication skills.
• Strong organizational and time management skills; able to manage multiple priorities simultaneously.
• Proven ability to work with discretion, judgment, and diplomacy.

Key Competencies:

• Professionalism and discretion
• Initiative and independent problem-solving
• Adaptability in a dynamic, evolving environment
• Collaborative team spirit with the ability to work across diverse groups
• High emotional intelligence and interpersonal savvy

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $59,829.00 to USD $86,700.00. 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/

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.

Education

Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business-related field may be substituted for 2 years of experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

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 onthe 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.