Duke University Health System · 14 hours ago
Administrative Specialist- Acute Care HR Team
Durham, NC
Full-time
Hybrid
Mid, Senior Level
6+ years expDuke University Health System is committed to compassionate care and is seeking an Administrative Specialist for their Acute Care HR Team. This role is essential for providing comprehensive support to the leadership team, ensuring smooth operations across multiple locations, and managing various administrative functions.
Health CareMedical
Responsibilities
Robust Scheduling and Calendar Management (or Comprehensive Calendar Management): Coordinate intricate schedules across multiple locations, including high-level meetings for senior leadership teams with more than 15 participants. Strategically manage calendars to maximize availability, resolve conflicts, and adapt to last-minute changes. Ensure seamless execution of recurring meetings and high-profile events by handling logistics and urgent requests with precision
Meeting Support: Draft and distribute meeting agendas; prepare presentation materials with a keen eye for polish and professionalism. Serve as a fresh set of eyes for presentations and documents to ensure clarity and quality
Onboarding Coordination: Manage logistics for new staff onboarding, including scheduling, documentation, and resource allocation
Travel Arrangements/Event Planning: Organize travel plans for conferences and events, ensuring timely and cost-effective arrangements. Working knowledge of Concur and SAP highly preferred with management of P-cards
Solutions Specialist: Track and escalate IT tickets and other operational issues, maintaining confidentiality
Collaboration and Relationship Building: Must effectively partner with others and foster strong professional relationships to support organizational success
Event Support: Take primary responsibility for organizing and coordinating events within the department, including conferences, meetings, and seminars. Additionally, collaborate with the HR admin team to assist in planning and arranging events that support the entire HR team and Senior Leadership, ensuring all administrative requirements are met for both departmental and team-wide functions
Assist with special projects and initiatives as required by the team or leadership
Qualification
Required
Bachelor's degree in a business or secretarial related field
Six years of administrative professional experience of increasing variety and/or complexity
Expert-level administrative and office management experience
Strong organizational and prioritization skills
Excellent proofreading skills with an eye for precision and clarity
Strong time-management skills
Ability to leverage technology confidently and stay current with Microsoft Office and collaboration tools
Ability to maintain composure under pressure and manage multiple priorities with ease
Discretion and trustworthiness with confidential information
Ability to build trusted relationships with colleagues at all levels
Excellent written and verbal communication skills
Ability to work independently, anticipate needs, and exercise sound judgment
Demonstrated ability to quickly develop a strong understanding of department policies and procedures
Self-directed with sound judgment consistently applying discretion, initiative, and problem-solving skills
Preferred
Experience in HR, healthcare, communications, or marketing
Working knowledge of Concur and SAP
Experience in reviewing and editing executive slide decks/presentations
Company
Duke University Health System
World-class academic and health care system
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Chernelle Jones
Special Events Coordinator for: Exec. Vice Pres. Health Affairs, CEO of DUHS, & Dean, School of Med.
Dan Bruno
Chief of Staff and Chief Operating Officer, Duke Health Technology Solutions
Recent News
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