Administrative Coordinator - Psychiatry - Department Chair's Office

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. Buy@Duke, 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.