Administrative Specialist

About the role

Provide high-level administrative support to a department or group of professionals at Duke University Hospital in Durham, North Carolina. Apply knowledge and skills to resolve complex administrative problems independently or with others.

Responsibilities

• Schedule and maintain a challenging calendar of appointments, meetings, and travel itineraries; coordinate related arrangements.
• Partner with other support staff to coordinate multiple demanding calendars, ensuring critical meetings are scheduled and business objectives are met.
• Develop advanced presentation materials; independently prepare complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.
• Create complex databases; compile and manipulate data, summarize findings, and write reports or portions of reports.
• Extract and compile a range of data from written sources, individuals, and/or databases, providing limited interpretation of data.
• Compose, proofread, or edit formal correspondence, memoranda, and short reports for internal or external circulation; 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 the principal source of information to staff and visitors; respond to requests for information and provide assistance as appropriate.
• Prioritize and resolve inquiries (phone, email, in-person); analyze complex information requests and determine trends.
• Determine administrative needs for conferences, meetings, seminars, or other high-level activities where leadership is in charge; assemble and arrange 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 based on organizational and departmental guidelines.
• Coordinate and complete special projects independently or in cooperation with other groups as assigned.
• Plan and coordinate special events as assigned.
• Provide leadership and direction to lower-level co-workers; may provide input to the performance appraisal process and hiring/firing of lower-level staff.
• Assist with screening applications and conducting initial interviews of entry-level staff as needed.
• Orient and train entry-level staff; oversee administrative staff in a variety of tasks.
• Perform other related duties incidental to the work described herein.

Requirements

• In-depth knowledge of department policies, procedures, and goals, as well as administrative support in completing complex tasks.
• Demonstrated understanding of basic leadership approaches such as work scheduling, prioritizing, and coaching.
• Demonstrated success applying the highest level of secretarial skills.
• 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.

Qualifications

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.