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ADMINISTRATIVE SPECIALIST

Employer: Duke University
Location: Durham

Administrative Jobs: Institutional & Business Affairs, Clerical & Administrative Support
Employment Type: Full Time
Institution Type: Four-Year Institution

Job Details
Organization

Job Details

Auto req ID
114396BR
Duke Entity
DUKE PRIMARY CARE
Job Code
4556 ADMINISTRATIVE SPECIALIST
Job Description
Occupational SummaryProvide high-level administrative support to department or group of professionals. Apply knowledge and skills to resolve complex administrative problems independently or with others.
Work Performed

Schedule and maintain a challenging calendar of appointments, meetings and travel itineraries, and coordinate related arrangements. 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, 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 a limited interpretation of data. 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).

Analyze complex information requests and determine complex trends.

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 cooperation with other groups as assigned.

Plan and coordinate special events as assigned.

May routinely provide leadership and direction to lower-level co- workers.

May provide input to the performance appraisal process and hiring and 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, and oversee administrative staff in a variety of administrative task.

Perform other related duties incidental to the work described herein.

Knowledge Skills and Abilities

Executive administrative skills experience supporting senior executives strongly preferred

Microsoft Office experience

In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.

Demonstrated the understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.

Demonstrated success applying 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 direct and able to take initiative.

Location
Durham
Requisition Number
401608953
Position Title
ADMINISTRATIVE SPECIALIST
Shift
First/Day
Job Family Level
D2
Full Time / Part Time
Full Time
Regular / Temporary
Regular
Department Name
DUKE UNIVERSITY AFFILIATED PHYSICIANS
Minimum Qualifications

Duke University is an Affirmative Action/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, sexual orientation, or veteran 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.

Education/Experience

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.

Degrees, Licensures, Certifications

N/A

Organization

History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University. Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science "James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth. Duke Meeting

“By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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