Administrative Specialist- Acute Care HR Team

At Duke Health, we're 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.

General Description of the Position - Administrative Specialist

Duke University Health System's (DUHS) Acute Care HR Team is seeking a highly organized and detail-oriented administrative specialist to provide comprehensive support to our leadership team. This role is critical in ensuring smooth operations across multiple locations and requires a proactive professional with exceptional communication and problem-solving skills.

You'll be at the heart of HR operations-ensuring seamless workflows, coordinating highvisibility meetings and events, and contributing to meaningful initiatives that support our people and culture. No two days look the same and you will own key operational functions, not just support them.

After an initial three-month onsite period, this role will transition to a hybrid schedule (2-3 days per week), based on needs determined in collaboration with the leadership team.

Key responsibilities include, but are not limited to:

• Robust Scheduling and Calendar Management (or Comprehensive Calendar Management): Coordinate intricate schedules across multiple locations, including high-level meetings for senior leadership teams with more than 15 participants. Strategically manage calendars to maximize availability, resolve conflicts, and adapt to last-minute changes. Ensure seamless execution of recurring meetings and high-profile events by handling logistics and urgent requests with precision.

• Meeting Support: Draft and distribute meeting agendas; prepare presentation materials with a keen eye for polish and professionalism. Serve as a fresh set of eyes for presentations and documents to ensure clarity and quality.

• Onboarding Coordination: Manage logistics for new staff onboarding, including scheduling, documentation, and resource allocation.

• Travel Arrangements/Event Planning: Organize travel plans for conferences and events, ensuring timely and cost-effective arrangements. Working knowledge of Concur and SAP highly preferred with management of P-cards.

• Solutions Specialist: Track and escalate IT tickets and other operational issues, maintaining confidentiality.

• Collaboration and Relationship Building: Must effectively partner with others and foster strong professional relationships to support organizational success.

• Event Support: Take primary responsibility for organizing and coordinating events within the department, including conferences, meetings, and seminars. Additionally, collaborate with the HR admin team to assist in planning and arranging events that support the entire HR team and Senior Leadership, ensuring all administrative requirements are met for both departmental and team-wide functions.

• Assist with special projects and initiatives as required by the team or leadership.

Education

Work requires a business/office management background generally equivalent to a bachelor's degree in a business or secretarial related field.

Experience

• Knowledge generally acquired through six years of administrative professional experience of increasing variety and/or complexity
• OR Equivalent combination of education and experience

What Makes You a Strong Fit

• A master organizer with strong time-management skills.
• Leverages technology confidently and stays current with Microsoft Office and collaboration tools.
• Maintains composure under pressure and manages multiple priorities with ease.
• Discreet and trustworthy with confidential information.
• Builds trusted relationships with colleagues at all levels.
• Excellent communicator-both written and verbal.
• Can work independently, anticipate needs, and exercise sound judgment.
• Brings experience in HR, healthcare, communications, or marketing (helpful but not required).
• Comfortable with reviewing and editing, offering input for executive slide decks/presentations.
• Excels in supporting a variety of leadership and team personalities.

Knowledge, Skills, and Abilities:

• Demonstrated ability to quickly develop a strong understanding of department policies and procedures, leveraging prior knowledge or adapting effectively to new environments.
• Strong organizational and prioritization skills.
• Possesses expert-level administrative and office management experience to support team success, streamline operations, and maintain a productive and organized work environment.
• Excellent proofreading skills with an eye for precision and clarity.
• Thrives as a communicator, collaborator, and proactive partner.
• Self-directed with sound judgment consistently applying discretion, initiative, and problem-solving skills.