Administrative Coordinator

Duke University Durham , NC 27701

Posted 3 weeks ago

Job Title: ADMINISTRATIVE COORDINATOR

Job Code: 5003

FLSA: E

Job Level: F1

Revised Date: 06/13/2005

Supervisory Responsibility: Yes

General Description of the Job Class

Assist the health system Vice President & Chief Nurse Executive (VP-CNE) in the administration of department financial and operating procedures and programs.

Duties and Responsibilities of this Level

Office Management

  • Supervise and coordinate the work of administrative staff in the VP-CNE offices to meet department objectives. This includes hiring, performance management, managing time and attendance, assigning work, managing workload, reviewing completed work for adherence to instructions or correctness.

  • Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of the VP-CNE in accordance with health system precedents and policies including the development, implementation, and oversight for the development and adherence to standard office work.

  • Matrix responsibility for coordination with the broader administrative support team across all VP-CNE cost centers. This role will establish processes to improve efficiencies, establish and spread standard work across admin teams in all VP-CNE cost centers and overall responsibilities for administrative support functions (facilities, budgets, office procedures, support for special projects, etc.) across the CNE organization.

Budget Responsibilities

  • Responsible for the development and management of budgets including, maintenance of financial records and department contracts. Assist and inform VP-CNE and appropriate staff of financial status of various contracts and prepare budgetary recommendations including consideration of past requirements and expenditures of present and future programmatic plans.

  • Prepare financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions. Serve as departmental liaison with administrative personnel concerning travel and expense reporting procedures, and preparation.

Executive Support

  • The Administrative Coordinator will provide proactive and seamless scheduling support to ensure that the VP-CNE meets commitments. This position provides complex coordination across CNE areas of influence within and outside of Duke Health. He/she will be expected to liaise with a wide variety of internal and external constituencies including the all levels of leadership of Duke Health, national organizations, board members, distinguished visitors, learners, and staff. Ability to coordinate events and manage of special projects is a must. This role requires the ability to effectively multi-task and work independently and as part of a team.

  • Ability to manage all information with discretion and confidentiality.

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

Required Qualifications at this Level

Education

Work requires a bachelor's degree.

Experience

Work requires 2 years 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' experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Degrees, Licensure, and/or Certification

N/A

Knowledge, Skills, and Abilities

  • The candidate for this position must have keen attention to detail and organization and be able to express ideas clearly, concisely and in accurate grammatical written and verbal form. A high level of professionalism and accuracy is a must, as well as an ability to maintain strict confidentiality. Candidate must possess excellent customer service skills and complete work thoroughly and in a timely fashion. Candidate will exhibit professionalism, collegiality, courtesy and respect for others at all times.
  • SUPERVISION
  • BUDGET PROJECTIONS
  • ANALYZE TRENDS
  • INTERVIEWING SKILLS
  • PERSONNEL PRACTICES
  • ACCOUNTING/BOOKKEEPING
  • DUKE PAYROLL SYSTEM
  • OFFICE PROCEDURES
  • DUKE ACCOUNTING SYSTEM
  • CORRESPONDENCE
  • PROFICIENT IN MIRCOSOFT SUITE
  • PROFICIENT IN VIDEO-CONFERENCING CAPABILITIES (WEBEX, ZOOM, GO-TO-MEETING)

Distinguishing Characteristics of this Level

N/A

Duke 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 essentialjob 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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh


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Administrative Coordinator

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