Administrative Specialist - Office of Community Health

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About Duke University Health System

Pursue your passion for caring with Duke University Hospital in Durham, North Carolina, which is consistently ranked among the best in the United States and is the number one hospital in North Carolina, according to U.S. News and World Report for 2023-2024. Duke University Hospital is the largest of Duke Health's three hospitals and features 1048 patient beds, 65 operating rooms, as well as comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center, an endo-surgery center, and more.

Job Summary:

Provide high-level administrative and secretarial duties of a complex and confidential nature in support of the Associate Vice President (AVP) of Community Health to relieve supervisor of varied clerical, administrative, and logistical responsibilities and to maintain efficiency in Office of Community Health operations.  This position will report to the AVP in the Office of Community Health. 

Duties and Responsibilities of this Level

• Schedule and maintain a challenging calendar of appointments, meetings and travel itineraries, and coordinate related arrangements.

• Perform other related administrative duties such as oversight of all copier and breakroom needs, including but not limited to ordering supplies, stocking the breakroom, machine billing, etc.

• Partner with other support staff to ensure smooth operations within the DUHS Chancellor suite.

• Apply knowledge and skills to resolve complex administrative problems independently or with others.

• Develop advanced presentation materials for AVP; independently prepare complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.

• Serve as administrator for OCH’s customer relationship management system.

• Perform research on community resources and contacts and populate database.

• Compile and manipulate data, summarize findings and write reports or portions of reports.

• Compose, proofread or edit formal AVP correspondence, memoranda, and short reports for internal or external circulations. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.

• Coordinate communications between the AVP and other professional and administrative staff, within and outside the organization.

• Serve as principal source of information to staff and visitors for questions.

• Respond to requests for information and provide assistance as appropriate.

• Prioritize and resolve inquiries (phone, e-mail, in-person) from internal and external stakeholders.

• Determine administrative needs for conferences, meetings, seminars or other related high-level activity attended or hosted by the AVP. Assemble and arrange for necessary items.

• Assist in developing and managing OCH budget and monitoring expenditures, reconcile financial statements. Investigate discrepancies and process corrective action.

• Act as a liaison between OCH and external groups.

• Interpret and communicate OCH policies/procedures to other parties based on knowledge of the organization and departmental guidelines.

• Coordinate and complete OCH special projects independently or in cooperation with other groups as assigned.

• Plan and coordinate special OCH events as assigned.

• Perform other related duties incidental to the work described herein.

Preferred experience

Bachelor's Degree

Experience in SalesForce

Required Qualifications at this Level

Education

High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership.

Two years postsecondary education with three years of experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferred Experience

Five or more years of general administrative experience preferred

Knowledge, Skills, and Abilities

• In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.

• Demonstrated the understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.

• Demonstrated success applying highest level of secretarial skills.

• Demonstrated the ability to gain the confidence and cooperation of peers.

• Demonstrated editing and proofreading skills.

• Ability to juggle multiple tasks and meet demanding deadlines.

• Must be self direct and able to take initiative.

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 essentialjob 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.