Career Center

Duke University Health System

Administrative Specialist, Office of Community Health (OCH)

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.

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.

Experience: Five or more years of general administrative experience preferred.

Knowledge, Skills, and Abilities:

• Excellent organizational, communication, and calendaring skills
• Strong attention to detail
• Outstanding customer service and people skills
• Ability to juggle multiple tasks and manage demanding deadlines
• Must have strong initiative with the ability to multi-task
• Demonstrated ability to gain the confidence and cooperation of peers
• Proficiency in computer and office programs

Job Code: 00004556 ADMINISTRATIVE SPECIALIST
Job Level: D2

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.

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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.