Administrative Coordinator - DHIP Chief Operating Officer

Duke Health Integrated Practice is an exceptional, multi-specialty physician practice encompassing 140 clinics across North Carolina. We attract and retain premier medical professionals with competitive compensation, benefits, and a nurturing work atmosphere that unites passion and purpose.

Learn more about us: https://dhip.dukehealth.org/about-us

JOB LOCATION

Duke South Clinics - 40 Duke Medicine Circle

JOB SUMMARY

We are seeking an Administrative Coordinator to provide primary programmatic support for the Office of the DHIP Chief Operating Officer aiding in financial, operational, and administrative procedures and initiatives.

JOB DUTIES AND RESPONSIBILITIES

• Act as the primary administrative support for the DHIP Chief Operating Officer.
• Oversee the reception area in the DHIP Chief Operating Officer suite.
• Plan and coordinate in-person meetings including lunches, printed materials, and conferencing set up.
• Coordinate interviews and communication with candidates for DHIP Leadership positions.
• Support and coordinate the DHIP Fellowship program.
• Process vendor invoices, check requests and expenses.
• Compile data and preparation of budget expenditure.
• Monitor and verify expenses and advise on budgetary issues.
• Ensure compliance with policies.
• Handle confidential communication with appropriate parties with accuracy and efficiency.
• Assist with correspondence by personalizing letters and executing mailings.
• Responsible for supervising, managing, and delegating the administrative work of DHIP Administrative team (4-6 team members).  
• Responsible for hiring, oversees administrative staff training and onboarding, while partners with the DHIP Chief of Staff to set priorities and evaluate performance.
• Ensures administrative processes align with operational needs. Makes recommendations for administrative process improvement

• Budget and Financial Management: process vendor invoices, check requests, and expense reports.  

• Compiles financial data, monitor expenditures, and provides budgetary guidance for administrative team.  

• Responsible for overseeing and managing the administrative budget, ensuring compliance and reconciliation. 

JOB ELIGIBILITY REQUIREMENTS

• Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

• Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

• A master's degree in a business related field may be substituted for 2 years experience.

• OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

JOB HOURS

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.

Some roles within our organization may encompass essential job functions requiring distinct physical and/or mental capabilities. Further details and accommodation requests will be addressed by individual hiring departments.

Duke Health Integrated Practice is dedicated to Equal Opportunity Employment, fostering a diverse workforce without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

We aspire to build a community grounded in collaboration, innovation, creativity, and belonging. Our shared achievements rely on a dynamic exchange of ideas, flourishing best when a multitude of perspectives, backgrounds, and experiences thrive. Upholding these values is a collective responsibility within our community.

This job description aims to outline representative responsibilities for this title, not an exhaustive account of specific duties. Employees may be assigned job-related tasks beyond those explicitly outlined here.