Administrative Coordinator - Psychiatry - Department Chair's Office

School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Administrative Coordinator - Psychiatry - Department Chair's Office

Be You.

As special assistant to the Department Chair, the administrative coordinator provides comprehensive administrative support in service of the chair's leadership and clinical responsibilities within the School of Medicine and beyond. They resolve complex administrative problems, anticipating chair and constituent needs, while exercising discretion in sensitive leadership, personnel, and patient matters. This position will oversee the day-to-day activities & supervision of other administrative staff supporting the chair's office. The administrative coordinator also maintains working relationships with other administrative support staff of Duke University School of Medicine and Duke Health system leaders to ensure timely and accurate information flow and to facilitate collaboration that supports department aims.

Minimum Requirements:

• Education: work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.

• Experience: work requires two years of related administrative experience and coordination of major office activities. A master's degree in a business-related field may be substituted for two years of experience, or another equivalent combination of relevant education and/or experience.

Preferred Qualifications:

• Administrative support experience in clinical and academic medicine settings
• Proficient with Microsoft Office Suite
• Familiarity with Duke purchasing, personnel, and clinical systems (ex. View email address on click.appcast.io, Epic, etc)
• Strong communication, organizational, and time management skills
• Ability to prioritize tasks and requests in a fast-paced environment

Other Requirements:

• NA

Be Bold.

Position Description:

• This is an on-site position, with possibility of limited hybrid arrangement when onboarding is complete.

• Leadership Operations & Administrative Management: Independently manage and prioritize the Chair's calendar and institutional commitments, balancing clinical, academic, and leadership priorities; evaluate competing requests and determine appropriate scheduling, escalation, or delegation of matters requiring the Chair's attention; prepare briefing materials, presentations, and background information to support executive decision-making and external engagements; manage procurement activities associated with the Chair's office, including oversight and reconciliation of procurement cards and coordination with departmental finance partners

• Communications & Executive Coordination: Facilitate communication between the Chair and School of Medicine, Duke University Health System, and external leadership offices; serve as a primary point of coordination between departmental leadership, faculty, and administrative teams to support resolution of operational matters; ensure consistent and timely information flow across leadership stakeholders and administrative partners

• Constituent & Operational Support: Apply knowledge of organizational policies and procedures to ensure appropriate decision-making pathways and administrative processes are followed; support planning and execution of departmental events and leadership engagements sponsored through the Chair's office; coordinate annual outreach activities related to development initiatives; identify administrative or operational efficiencies within Chair's office activities and recommend process improvements when appropriate; assist in coordinating resources associated with recruitment, retention, and strategic initiatives led by the Chair
• Supervision: Oversee the day-to-day work activities of administrative staff supporting the Chair's office; establish workflow priorities and provide guidance to ensure effective operational support of leadership activities.

Choose Duke.

The Department of Psychiatry & Behavioral Sciences, founded in 1943, is one of 26 departments in the Duke University School of Medicine (SOM). The department is comprised of more than 500 faculty, staff, and trainees. Our goal is to help people with behavioral health challenges live their best life. We pursue this goal through a three-fold mission of superior specialty and integrated patient care for all, ground-breaking research, and exceptional training and education.

Duke University is consistently ranked among the top universities worldwide and is renowned for its cutting-edge research across disciplines. Beyond the engaging work, you'll also benefit from Duke's competitive benefits package, including health insurance plans, generous paid time off, retirement programs with employer contributions, tuition assistance for employees and their children, and more.

Screening of Applications:

Screening continues until position is filled.

Minimum Qualifications
Education

Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business-related field may be substituted for 2 years of experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Degrees, Licensures, Certifications

Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business-related field may be substituted for 2 years of experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $59,829.00 to USD $86,700.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at:

Equal Opportunity Employer: 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, (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 andreasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: View email address on click.appcast.io; phone: View phone number on click.appcast.io).