Administrative Coordinator

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The Duke University Department of Obstetrics and Gynecology is seeking an Administrative Coordinator managing the overall operations of the Maternal Fetal Medicine division in Durham, N.C.

Project management, exceptional organizational skills, technological skills and prior supervisory experience is preferred as supervision is a requirement of the role.

Minimum Requirements:

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’ experience.

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

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Position Description:

Provide oversight of overall administrative duties in support of a large Division within the School of Medicine. Apply advanced knowledge and skills to routinely organize all Division programs and execute complex administrative problems independently and collaborate effectively with others. Work generally requires knowledge of basic mathematical, research, computer programs and communication principles normally acquired through two years of post-secondary education.

Work generally requires four years of progressive clerical or project management experience to acquire strong skills in administrative, project management and/or basic research responsibilities as well as accepted office management, communications, and research practices. The ideal candidate has preferred skills in outlook, excel, PowerPoint and adobe acrobat.

Work Performed

-Responsible for coordination of all research and education efforts for the Division of Maternal Fetal Medicine’s 17 faculty members, 6 post-graduate fellows, and 6 advanced practice providers, including Division chief.

- Assist Division Chief and division members with-special projects and requests such as planning and coordinating divisional events, coordinate and execute various division meetings, creation of action plans and follow-up of task completion for Divisional and external partners. Prepare reports and analyses to include financial reports, setting forth progress, adverse trends and appropriate recommendations or conclusions.

- Administer programs related to academic, education and research mission, and committees for multiple division leaders including Vice Chair for equity diversity and inclusion,  and ambulatory.

-Serve as liaison with DUHS, SOM, and DHIP interactions with the Division to ensure compliance with service agreements, policy implementation, and research grants

- Responsible for orientation, training and supervision of division special assistant and staff assistants.  Coordinating and overseeing duties and responsibilities to ensure divisional needs are met. Review and make recommendations for division expenses with the Division Chief and Dept Finance Manager for the annual School of Medicine budget process.

- Manage, review and reconcile expenditures related to division funds.  Oversees all expenditures including practice service agreements, dues, license renewals, travel and reimbursements and ensures that expenses are complying with Duke policy.

- Assist in the preparation of grant proposals and applications for multiple Division members to include compilation of data and preparation of budget expenditures; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency.

Choose Duke.

Join our award-winning team as identified by Forbes magazine as America’s Best Large Employer 2024 and be part of an inclusive culture that values excellence, innovation, and discovery. As an organization, we have exciting opportunities to be forward-thinking leaders in our field. We want talented individuals to join us, examine our current operations, and create innovative solutions that will revolutionize and enhance the way we approach our work.

Duke University is consistently ranked among the top universities worldwide and is renowned for its cutting-edge research across disciplines.

Beyond the engaging work, you'll also benefit from Duke's competitive benefits package including health insurance plans, generous paid time off, retirement programs with employer contributions, tuition assistance for employees and their children, and more.