Administrative Specialist - Chief Quality Officer and AVP Specialty Affiliations

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Duke Health Affiliations and Networks (DHAN), an integral part of the Duke University Health System (DUHS), transforms health care locally, regionally, and nationally with affiliations throughout the eastern United States. DHAN supports a wide range of community-based specialty and hospital affiliations, linking them with the renowned expertise of Duke through innovative programs that promote evidence-based medicine, improve community health, and facilitate access to research. This position supports the program objectives and initiatives led by the Chief Quality Officer for the Duke Quality Network and the Associate Vice President of Specialty Affiliations. The successful candidate can expect highly professional administrative experience aligned with Duke Health's mission and values.

POSITION SUMMARY

Provide complex, high-level administrative support to executive DHAN leaders. Supporting the Chief Quality Officer & Associate VP, Specialty Affiliations, the Administrative Specialist is responsible for planning, coordinating and participating in the establishment and operation of daily activities to support the goals of our affiliations and the broader DHAN team.

SCOPE OF RESPONSIBILITY

Scheduling, Calendar Management, and Travel

• Schedule and maintain multiple challenging calendars of appointments, meetings, and travel itineraries, and coordinate related arrangements
• Regularly collaborate with other support staff internal and external to Duke to coordinate demanding calendars, while ensuring that critical meetings are scheduled allowing leaders to meet business and clinical responsibilities.
• Schedule meetings timely and accurately, with notification to the team if attendance availability changes
• Provide materials, such as agendas and presentations, in advance of the meeting
• In partnership with the supervisor, proactively identify scheduling conflicts and provide suggestions for resolution in a timely manner during weekly meetings, 45-90 days in advance, allowing for any clinic or rescheduling needs to be met in a timely manner.
• Schedule complex travel arrangements including ground and air transportation-commercial and private, hotel arrangements for Chief Quality Officer and Associate VP.
• Responsibilities include management and oversight of all travel accommodations to ensure smooth travel plans. This will also include following protocols and arrangements for chartered flights, preparing itineraries, biographies, etc.

Programmatic Support

• Prepare Excel/SharePoint report documents for distribution and printing for monthly operational review meetings to ensure materials are distributed from affiliate sites in a timely manner to allow for appropriate review.
• Provide administrative support in preparation for and during meetings (i.e., advancing slides, time checks, PowerPoint edits).
• Direct involvement in development and maintenance of affiliated programs by supporting communication with hospital leadership and administrative staff (internal and external)
• Coordination of high priority meetings with internal as well as external personnel; prioritization of high-level topics daily.
• Maintain multiple, complex and demanding calendars for the Chief Quality Officer and Associate VP, working with the Chief Quality Officer’s clinical scheduler to ensure meetings do not overlap with weekly clinic schedule by implementing a weekly check-in.
• At times, the administrative specialist will coordinate Duke affiliate site candidates interview visits (including itinerary, travel and accommodation) to Duke and processing of their expenses.
• Proactively and independently implement methods to assure program success, using strategies such as confirming conferences and travel arrangements week of the conference
• Arrange transportation to and from events, meetings and other sponsored activities for the Chief Quality Officer and Associate VP.

Office Organization and Support

• Develop efficient and effective ways of organizing paper and electronic information utilized by DHAN
• Maintain files appropriately, including sensitive and confidential information
• Responsible for one or more routine office administrative responsibilities, which may include but are not limited to

• • Cross-departmental duties rotated through the entire administrative professional team

• Provide back-up administrative support to other DHAN leaders as needed

Finance

• Collaborate with supervisor and finance to obtain appropriate approval for expenses and maintains accurate and timely cost center reconciliation and documentation
• Reconcile corporate card transactions in a timely manner via the Travel and Reimbursement tool in Concur
• Assist in the creation of spreadsheets and reports for reconciliation of expenditure of budgeted funds as appropriate
• Utilize Duke resources, including a procurement card, within health system requirements/policy

Work Culture/Customer Service

• Function as a liaison between the department and external groups
• Represents DUHS and DHAN as customer-friendly to affiliate sites and internal customers. Interactions with others are consistently professional and courteous with a welcoming attitude conveyed to all
• With supervisor approval, serve on DHAN committees and/or work groups as appropriate
• Actively participate in Duke activities related to living our values and Better Together. Create a supportive team environment and provide high-quality customer service for both internal and external team members and customers
• Address all customer service requests, with a warm handoff if not in the scope of the current position
• Develops, finalizes with supervisor, and achieves individual goals for professional development
• Completes timely self-assessment quarterly in advance of performance coaching discussions

Perform other related duties incidental to the work described herein.

Education

High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership. Two years of postsecondary education with three years of experience. skills generally acquired through completion of a bachelor's degree program with one year of experience in program administration or event productions preferred.  OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Experience

Five years of administrative support 

Knowledge Skills and Abilities

• Proven ability to manage multiple projects simultaneously in a fast-paced environment with frequently changing priorities
• Self-directed and able to work independently while exercising sound judgment and initiative
• Highly organized with strong attention to detail and excellent problem-solving skills
• Exceptional written and verbal communication skills, including accurate typing and proofreading of correspondence, reports, and records
• Strong interpersonal, facilitation, and customer service skills; able to build trust and collaborate effectively with peers
• Demonstrated knowledge of departmental policies, procedures, and goals, with the ability to provide advanced administrative support for complex tasks
• Experience managing financial resources across diverse business activities
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint, Access, Publisher), Smartsheet, Microsoft Teams, Zoom, Duke Box, and related collaboration and videoconferencing tools
• Ability to professionally and appropriately respond in highly public environments, both onsite and remotely to the Duke campus in potentially high-pressure situations

Physical Requirements

• Position can work hybrid or remote first; however, physical presence may be required at the office as directed by supervisor and based upon business need
• Physical abilities to complete job duties under prescribed environmental and working conditions
• An individual should have the ability to be flexible and adaptable in a changing work environment