Administrative Specialist - Duke Primary Care

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

About Duke Primary Care

Pursue your passion for caring with Duke Primary Care, which offers family, adolescent, and internal medicine services as well as urgent, general pediatric, and virtual care at nearly 50 clinic locations across central North Carolina.

Administrative Specialist - Duke Primary Care

Several key teams, including Duke Urgent Care, Human Resources, Performance Excellence, Communications, and Education, work together to ensure smooth operations and deliver high-quality care. These departments collaborate to improve processes, support staff, and enhance patient experiences. Through clear communication, continuous improvement, and coordinated efforts, they uphold Duke Health's commitment to exceptional care.

Location: Hybrid - Monday and Thursday will be in office

Schedule: 7:30am to 4pm, Monday to Friday

What you will do:

As an Administrative Specialist, you play a key role in supporting a department or team of professionals by managing complex administrative responsibilities and helping the team operate efficiently. Using your expertise and problem-solving skills, you handle a variety of tasks independently while collaborating with others when needed. Your work ensures smooth day-to-day operations, effective communication, and organized processes. Responsibilities include:

Calendar & Meeting Management

• Schedule and maintain a challenging calendar of appointments, meetings, and travel itineraries, and coordinate related arrangements.
• Partner with other support staff to coordinate multiple demanding calendars, ensuring critical meetings are scheduled and business objectives are met.
• Determine administrative needs for conferences, meetings, seminars, or other high-level activities led by leadership; assemble and arrange necessary items.

Communication & Coordination

• 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 received via phone, email, or in person.
• Act as a liaison between the department and external groups.
• Interpret and communicate policies and procedures to other parties based on knowledge of the organization and departmental guidelines.

Documentation & Data Management

• 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 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.
• Analyze complex information requests and identify complex trends.

Financial & Budget Support

• Assist in developing budgets, monitoring expenditures, reconciling financial statements, investigating discrepancies, and processing corrective action.

Project, Event & Staff Support

• 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 tasks.
• Perform other related duties incidental to the work described herein.

What you will need:

Education

• 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.

Experience

• N/A

Degrees, Licensure, and/or Certification

• N/A

Knowledge, Skills, and Abilities

• 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.

Distinguishing Characteristics of this Level

• N/A

Job Title: ADMINISTRATIVE SPECIALIST

Job Code: 4556

FLSA: N

Job Level: D2

Revised Date: 01/01/2007

Supervisory Responsibility: No

Duke University is an 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, (including pregnancy and pregnancy related conditions), sexual orientation, or military 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.