Admin 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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

Perform comprehensive administrative duties on behalf of the Department of Emergency Medicine for designated faculty leaders, including the Chair and Vice Chair.  Manage the Chair’s office and the administrative team that spans the department. Provide financial oversight for assigned initiatives. Apply advanced knowledge and skills to resolve complex challenges and opportunities independently and with others. 

Work Performed

• Serve as the liaison with all levels of administration of the institution, including interfacing with the SOM executive team, other department leaders and Emergency Medicine faculty, on scheduling, coordinating, and addressing priorities for the department. This involves high level coordination, diverse administrative issues and any matters which directly or indirectly impact the Chair and Vice Chair.
• Assist in the preparation of data and preparation of budget expenditures in the Department of Emergency Medicine; monitor and verify expenditures; ensure compliance with University policies and procedures. Prepare financial and operation reports and analyses reflecting, progress, adverse trends and appropriate recommendations or conclusions.
• Work with Chair and Vice Chair to coordinate clinical practice commitments and identify priorities in their respective administrative and academic domains. Perform highly complex and coordinated calendar management duties for assigned faculty.
• Manage email and other communications/correspondence from the Chair and Vice Chair to the department and other stakeholders Compose/respond independently to requests, in a timely manner. Facilitate communication and liaison with the Departmental leadership, Division Chiefs, Vice-Chairs, and trainees and staff, as well as DHIP and SOM constituencies to coordinate strategic planning meetings. 
• Manage and oversee the Chair’s office. Participate in the selection, recruitment, supervision and retention of department administrative staff (3 FTE) that support all Emergency Medicine faculty.   Oversee administrative support provided by all staff assistants, including managing phone coverage, work schedules, training and support, overseeing the functionality of facilities and supplies; and management of the Chair’s Office. Serve as backup administrative assistance to department faculty.
• Plan and organize travel and accommodations for designated executive leaders and ensure itineraries are complete. Plan and organize department events. This will also include coordination of activities, on and off campus.
• Organize executive leadership meetings in partnership with the Chair or Chief Administrative Officer. Coordinate Chair’s participation in all social and business functions, including providing briefings on attendees and notes on subjects to be covered.  
• Work with various stakeholder to identify and resolve problems and issues relative to operational and functional matters of the department.

Preferred Skills & Competencies

• Excellent organizational skills and impeccable attention to detail.
• Excellent interpersonal skills, especially in clarifying policies and procedures with colleagues across the University.
• Ability to manage confidential information.
• Excellent written and verbal communication skills.
• Confidence in multi-tasking and navigating across a matrixed reporting structure.

Minimum Qualifications

Education

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 OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. 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 experience.

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.