Administrative Specialist - Patient Care Services

At Duke Health, were 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 University Hospital

Pursue your passion for caring with Duke University Hospital in Durham, North Carolina, which is consistently ranked among the best in the United States. The largest of the four Duke Healthhospitals with 1062 patient beds, it features comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center, an endo-surgery center, and more.

Position Summary

This Administrative Specialist will provide support to the Chief Nursing and Patient Care Officer. The ideal candidate will be a motivated, proactive, and resourceful administrative professional who can make independent decisions and use good judgment. A team player and sensitive to events and issues impacting the day-to-day activities of the department.

This role is responsible for managing day‑to‑day operations, anticipating needs, and ensuring the CNO is prepared for all engagements. The ideal candidate will act as a trusted gatekeeper for time, information, and communications, with regular exposure to confidential executive‑level information. They will represent the CNO with professionalism and sound judgment.

Key Responsibilities

Human Resources Operations

• Manage the CNO's calendar, evaluate, prioritize and organize requests for her time
• Coordinate meetings with internal and external stakeholders; use independent judgment to ensure time is aligned with priorities, key relationships, and leadership needs
• Track action items, deadlines, and key deliverables to ensure timely completion
• Handle sensitive and confidential information with discretion
• Prepare expense reports, invoices, and purchase requests with minimal oversight, resolving discrepancies and escalating issues as needed to support uninterrupted operations
• Own assigned processes and administrative office projects end-to-end, including organizing executive-level content (presentations, reports, briefing materials)
• Work independently, anticipate needs, mitigate risks, resolve issues and exercise sound judgment and in doing so, keep the office informed of any changes that may impact daily activities
• Coordinate travel logistics and accommodations, including detailed itineraries, flights, lodging, and transportation
• Act as a collaborative team player who works well with others and demonstrates a willingness to support teammates.

This role requires a full-time, on-site presence to provide direct support to the Chief Nursing Officer (CNO).

Interested candidates are encouraged to submit a letter of interest outlining their qualifications and sharing why they believe they would be a strong fit for this fast-paced, detail-focused position.

Minimum Qualifications

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

• Background and experience supporting leadership is highly preferred.
• Ability to work independently in a fast-paced setting with professionalism and tact

Knowledge, Skills and Abilities

• Communication: Excellent written and verbal communication skills with the ability to proofread executive-level correspondence and presentations with strict attention to detail.
• Critical Thinking: Strong critical thinking and problem-solving skills; ability to anticipate needs/challenges and mitigate risks before they escalate.
• Subject Matter Expertise: In-depth knowledge of department policies, procedures, and goals, as well as administrative support in completing complex tasks.
• Time Management: Demonstrated skills to plan, manage, and coordinate an executives activities and major functions while juggling multiple tasks and meeting demanding deadlines.
• Confidentiality: Demonstrated ability and temperament to work safely and securely with highly sensitive information.
• Collaboration: Proven ability to gain the confidence and cooperation of peers.
• Initiative: Must be self-directive and able to take initiative independently.
• Technical Proficiency: Preferred proficiency in the Microsoft suite (Outlook, PowerPoint, Excel, Word, Teams), virtual meeting setup (Zoom, Teams), Concur expense management, and SAP.

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individuals 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. 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.