Administrative Specialist

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

Work arrangement - On-site Hock/Duke South 

General Description of the Job Class

Provide high-level administrative support to department leadership and groups of professionals within the DUHS Quality Office, Acute Care Analytics & Improvement, System Infection Prevention, and System Patient Safety programs. Apply knowledge and skills to resolve complex administrative problems independently or with others while supporting enterprise quality, safety, and performance improvement initiatives across Duke University Health System.

Duties and Responsibilities of this Level

• Provide administrative and operational support for the DUHS Quality Office, Acute Care Analytics & Improvement (ACAI), System Infection Prevention, and System Patient Safety teams, including support for executive reporting, governance committees, project coordination, performance reviews, and communication of systemwide quality and safety initiatives.
• Schedule and maintain complex calendars, appointments, meetings, committee activities, and travel arrangements for leadership supporting system quality, patient safety, infection prevention, and acute care analytics initiatives.
• Partner with other support staff on an ongoing basis to coordinate multiple demanding calendars, while ensuring that critical meetings are scheduled, and business objectives are met.
• Develop advanced presentation materials; independently prepare complex documentation, reports, dashboards, charts, graphs, and spreadsheets at designated intervals and as requested in support of system-level quality, patient safety, infection prevention, and performance improvement activities.
• Compile and manipulate data, summarize findings and write reports or portions of reports.
• Extract and compile data from written sources, individuals, and databases, providing limited interpretation and support for the development of quality, safety, infection prevention, and operational performance reports.
• Compose, proofread or edit formal 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 supervisor 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).
• Determine administrative needs for conferences, meetings, seminars or other related high level activity where the leadership is in charge of event. Assemble and arrange for necessary items.
• Assist in developing budgets and monitoring expenditures, reconcile financial statements. Investigate discrepancies and process corrective action.
• Act as a liaison between the department and external groups.
• Interpret and communicate policies/procedures to other parties based on knowledge of the organization and departmental guidelines.
• Coordinate and complete special projects independently or in partnership with quality, patient safety, infection prevention, analytics, operational, and clinical teams. Support enterprise initiatives, committee work, strategic planning efforts, and performance improvement activities across the health system.
• Plan and coordinate special events as assigned.

Minimum Qualifications

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

Experience

Preferred: 

• In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks. Ability to support programs related to healthcare quality, patient safety, infection prevention, performance improvement, healthcare analytics, accreditation, and executive-level operations
• Demonstrated the understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.
• Demonstrated success applying the 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-directed and able to take initiative.

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military 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 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.