What are the responsibilities and job description for the Administrative Specialist position at Duke University?
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
DHIP Administrative Offices RTP - 4825 Creekstone Dr
We are seeking an Administrative Specialist to support the Chief Financial Officer (CFO), Finance VPs/AVPs, and the Finance Office across DHIP and DPC. This position will perform administrative responsibilities of a complex and confidential nature in support of both the CFO and Finance office.
Job Duties And Responsibilities
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.
Learn more about us: https://dhip.dukehealth.org/about-us
JOB LOCATION
DHIP Administrative Offices RTP - 4825 Creekstone Dr
- This position is hybrid, with meetings that are in-person and remote, including monthly Finance Committee meetings at Duke South.
We are seeking an Administrative Specialist to support the Chief Financial Officer (CFO), Finance VPs/AVPs, and the Finance Office across DHIP and DPC. This position will perform administrative responsibilities of a complex and confidential nature in support of both the CFO and Finance office.
Job Duties And Responsibilities
- Apply knowledge and skills to resolve complex and routine administrative problems in support of the CFO, VPs/AVPs, and Finance Office.
- Provide and coordinate scheduling support for CFO, Finance VPs/AVPs, and Finance Office, which can include large number of attendees
- Leverage expertise in Concur or similar tools for managing billing, compensation, expense tracking, and reimbursements.
- Coordinate and organize the DHIP Finance Committee including attendees, meeting agendas, meeting minutes, follow-up, and presentation preparation. This meeting is held monthly at Duke South.
- Compose, proofread or edit formal CFO and Finance Office correspondence, memoranda, and short reports for internal or external circulations. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.
- Plan and execute event logistics, including vendor coordination, budget tracking, and on-site event management.
- Interpret institutional policies and procedures, making decisions on specific issues and issuing instructions in support of the CFO
- Attend in-person meetings at various system locations, ensuring timely preparation and follow-up.
- Generate high-quality reports, presentations, and meeting materials independently and as requested by leadership.
- Assist with recording meeting minutes, managing action items, and distributing communications to relevant teams. Keep detailed documentation and tracking of Finance office meetings and communication.
- Manage office logistics including packages, supply inventory, meeting spaces, in-person assessments and oversight, as well as ensure timely ordering within budget constraints.
- Coordination of departmental personnel activities including, but not limited to, travel itineraries, parking passes, and related reimbursements
- Perform other related duties as assigned by supervisors.
- 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.
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.
