Administrative Specialist – Chief Quality Officer, AVP Specialty Affiliations

Role Overview

• 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.
• 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.
• Develop efficient and effective ways of organizing paper and electronic information utilized by DHAN.

Requirements

• 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 production preferred.
• OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
• 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.

Benefits

• No matter where your talents lie, join us and discover how we can advance health together.