Job Description

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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Be You.

The Division of Cardiology seeks an experienced and highly-motivated individual to provide executive level coordination to the Duke Chancellor Emeritus for Health Affairs as the Executive Operations Administrator.

Reporting to the Director, Finance & Administration, you will serve as the principal coordinator for executive operations, with responsibility for stewardship of the principal’s calendar and time, engagement and invitation management, complex international travel, and coordination with multilateral organizations, government and diplomatic offices, and other external partners.

The incumbent will independently performs a broad variety of administrative coordination duties in support of the Office of the Chancellor Emeritus, including: developing administrative & operational workflows to effectively maintain a high-touch stakeholder strategy with global partners, managing an active calendar of engagements; arranging complex and detailed national and international travel plans, itineraries, and agendas; compiling documents for travel-related meetings; tracking expenses and completing expense reports; and composing and preparing correspondence that may be of a sensitive nature. You will execute and ensure compliance with Duke University policies and procedures. You will independently resolve both routine and complex problems and inquiries, escalating those with complexity to the Special Assistant to the Chancellor Emeritus or Chancellor Emeritus as needed.

As a successful candidate, you will be proactive, driven, creative, solutions-oriented, and exercise a high-level of discretion, independent judgment and critical thinking abilities, and diplomacy. Ideally, you will enjoy working within a rapidly growing mission-and results-driven group and have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, organizational, and project-management skills, and the ability to maintain a realistic balance among multiple priorities in a fast-paced environment. You will have the ability to work independently on assigned tasks and projects and must be able to work under pressure at times to handle a wide variety of activities with discretion.

Minimum Requirements

• N/A

Preferred Qualifications

• Work generally requires six years of progressive administrative or project management experience to acquire strong skills in administrative, project management and/or basic research responsibilities as well as accepted office management, communications, and research practices.
• Work generally 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.
• Fluency with managing engagements across multiple time zones
• Ability to assimilate to new projects and partners, learn quickly, and maintain working knowledge of the portfolio and key players to support the effective execution of the administrative office.

Other Requirements:

• May develop budget recommendations and review expenses against budget

This position is (insert options below).

• Hybrid eligible. The position (exempt only) is partially remote, and the employee must reside in a Duke University-approved state.

Be Bold.

• Be the primary steward of the CE’s calendar. Coordinate individual appointments, meetings, and speaking engagements for the Chancellor Emeritus; prepare materials for meetings as needed. Manage Zoom account for CE office meetings and webinars. Effectively manage appointment coordination with global partners across all time zones.
• Coordinate complex national and international travel with significant bi-lateral meetings during speaking engagements and events; coordinate appointments with high-level global officials. Process the Chancellor Emeritus’ travel expenses.
• Support Chancellor Emeritus in the timely management of communications, both written and verbal with a variety of national and international constituents; compose emails, letters, reports, and statements independently requiring interpretation and application of policies and regulations and monitoring follow up with all distributions that require answers, responses, and written replies. Review documents received for Chancellor Emeritus’ signature.
• Independently generate complex and detailed reports and presentations of CE impact. Prepare and maintain ongoing operational report and lead weekly status tracking meetings of high-volume and high-impact national and international engagements with the CE team, including the CE, shaping and managing the CE’s engagements for highest level impact and coordination.
• Support the academic mission of the Chancellor Emeritus, including drafting/editing presentations, curriculum vitae, biosketches, manuscripts and related documents, in conjunction with the CE’s policy advisor.
• Assist and advise Chancelor Emeritus of budgetary needs and recommendations by considering past requirements and expenditures. Prepare financial and operational reports and analyses as needed for budgetary purposes and to accurately fine-tune recommendations or conclusions.
• Manage, plan, and coordinate visits of guests invited by the Chancellor Emeritus, including delegating logistical responsibilities to designated team members and coordinating completion of assigned work. Ensure appropriate officials and administrators are notified of visits and develop and manage event budgets in coordination with the Cardiology Director of Finance & Administration or designee.
• Coordinate speaking engagements and manage other engagement invitations with the CE’s policy advisor to optimize the CE’s impact across all local and global engagements. Coordinate and delegate assigned administrative and project work to designated CE team members, learners, and other contributors. Establish priorities and deadlines, monitor progress, and review completed work for accuracy, completeness, and adherence to instructions. Coordinate follow-up and execution of work required to prepare for the Chancellor Emeritus’s involvement in high-level national and international engagements.
• Support the administrative operations in the CE’s office including hosting appointments, offering

flexibility to serve where needed, and overseeing the appearance and functionality of the suite and related space. Identify and coordinate meeting space and event logistics as needed.

• Manage all purchasing against operating budget, ensuring appropriate expense allocation between the operating budget and those expenses covered by external entities. Manage purchasing of all office supplies, office and IT equipment.
• May assist in the preparation of grant proposals and applications to include compilation of data and preparation of budget expenditures; monitor and verify expenditures; ensure compliance with University and the sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency in conjunction with the Cardiology Director of Finance & Administration, or designee, and appropriate Grants and Contracts Administrator.
• Perform other related duties to the work described and as requested.

Choose Duke.

The Office of the Chancellor Emeritus for Health Affairs is engaged in advancing significant health and human improvements in the areas of health policy, global health, and biomedical innovation. You will engage with national and international organizations to support the advancement of work within the CE’s portfolio. This dynamic office is newly launched. You will get the opportunity to establish the foundational roots for a highly successful administrative office in partnership with the CE’s policy advisor and be supported by a well-established central team in the Division of Cardiology.

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. 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.