Administrative Specialist

Administrative Specialist - Oncology Services

Provide high-level executive administrative support to the Chief Medical Officer and Vice President of Cancer Services. This role requires exceptional organizational skills, sound judgment, and the ability to anticipate needs, solve problems independently, and manage competing priorities in a fast-paced healthcare environment. The ideal candidate is highly accountable, exercises critical thinking, communicates professionally, and takes initiative to ensure operational excellence while maintaining strict confidentiality.

Duties and Responsibilities

• Proactively manage complex executive calendars, appointments, travel, and meeting logistics for the Chief Medical Officer and Vice President of Cancer Services, anticipating scheduling conflicts and resolving them independently.
• Collaborate with executive support staff to coordinate multiple high-priority calendars, ensuring organizational priorities and strategic initiatives remain on track.
• Independently develop executive-level presentations, reports, dashboards, spreadsheets, and other materials that support informed decision-making.
• Create and maintain complex databases while ensuring data accuracy and integrity. Analyze, compile, and interpret data from multiple sources; identify trends and prepare concise summaries and reports with actionable insights.
• Compose, edit, and proofread executive correspondence and other professional communications with exceptional attention to detail.
• Serve as a trusted liaison between executive leadership and internal and external stakeholders, exercising discretion, diplomacy, and professionalism.
• Prepare meeting agendas, capture accurate minutes, and follow through on action items for Duke Cancer Institute Governance meetings, etc.
• Act as the primary resource for staff and visitors by responding to complex inquiries with professionalism, sound judgment, and excellent customer service. Prioritize requests, independently determine appropriate actions, and escalate issues when necessary.
• Analyze administrative processes, identify opportunities for improvement, and recommend solutions that increase efficiency and effectiveness. Coordinate conferences, executive meetings, and special events by anticipating logistical needs and managing all aspects of event execution.
• Assist with budget preparation, financial reconciliation, and expense monitoring by investigating discrepancies and ensuring timely resolution. Interpret organizational policies and departmental procedures, providing clear guidance to faculty, staff, and external partners.
• Independently lead and complete special projects while managing deadlines, communicating progress, and adapting to changing priorities. Create, maintain, and regularly update organizational charts and reporting structures. Manage quality initiatives in conjunction with leaders as needed by DCI initiative. Design, administer, analyze, and report findings from Qualtrics or other survey engines, making recommendations based on results. Provide leadership, guidance, and mentorship to administrative staff, promoting collaboration, accountability, and continuous improvement. Assist with recruiting, onboarding, training, and mentoring new administrative team members as needed. Perform other duties as assigned in support of departmental operations and strategic initiatives.

Required Qualifications at this Level

• Education High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership. Two years post secondary education with three years of experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Knowledge, Skills, and Abilities

• Anticipate leadership needs and proactively address issues before they become problems. Demonstrate ownership and accountability for assignments from start to finish. Demonstrate advanced proficiency in Microsoft Office Suite, particularly Microsoft Excel (including formulas, pivot tables, charts, and data analysis), Microsoft Teams, and Zoom for collaboration, virtual meeting management, file sharing, communication, and presentation support. Think critically, analyze information, and recommend practical solutions. Prioritize competing demands with minimal supervision while maintaining accuracy and professionalism. Build strong collaborative relationships and communicate effectively with individuals at all organizational levels. Adapt quickly to changing priorities while maintaining a high level of customer service and attention to detail.

Duke 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, sex (including pregnancy and pregnancy related conditions), sexual orientation or military status. Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. To achieve this exchange, it is essential that all members of our 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.