Administrative Specialist - Oncology Services

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.
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 Health hospitals with 1062 patient beds, it features comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center, an endo-surgery center, and more.
General Description Of The Job Class
Provide high-level executive administrative support to the Chief Medical Officer and Vice President of Cancer Services. This role requires exceptional organizational skills, sound judgment, and the ability to anticipate needs, solve problems independently, and manage competing priorities in a fast-paced healthcare environment. The ideal candidate is highly accountable, exercises critical thinking, communicates professionally, and takes initiative to ensure operational excellence while maintaining strict confidentiality.
Duties And Responsibilities

• Proactively manage complex executive calendars, appointments, travel, and meeting logistics for the Chief Medical Officer and Vice President of Cancer Services, anticipating scheduling conflicts and resolving them independently.
• Collaborate with executive support staff to coordinate multiple high-priority calendars, ensuring organizational priorities and strategic initiatives remain on track.
• Independently develop executive-level presentations, reports, dashboards, spreadsheets, and other materials that support informed decision-making.
• Create and maintain complex databases while ensuring data accuracy and integrity.
• Analyze, compile, and interpret data from multiple sources; identify trends and prepare concise summaries and reports with actionable insights.
• Compose, edit, and proofread executive correspondence and other professional communications with exceptional attention to detail.
• Serve as a trusted liaison between executive leadership and internal and external stakeholders, exercising discretion, diplomacy, and professionalism.
• Prepare meeting agendas, capture accurate minutes, and follow through on action items for Duke Cancer Institute Governance meetings, etc.
• Act as the primary resource for staff and visitors by responding to complex inquiries with professionalism, sound judgment, and excellent customer service.
• Prioritize requests, independently determine appropriate actions, and elevate issues when necessary.
• Analyze administrative processes, identify opportunities for improvement, and recommend solutions that increase efficiency and effectiveness.
• Coordinate conferences, executive meetings, and special events by anticipating logistical needs and managing all aspects of event execution.
• Assist with budget preparation, financial reconciliation, and expense monitoring by investigating discrepancies and ensuring timely resolution.
• Interpret organizational policies and departmental procedures, providing clear guidance to faculty, staff, and external partners.
• Independently lead and complete special projects while managing deadlines, communicating progress, and adapting to changing priorities.
• Create, maintain, and regularly update organizational charts and reporting structures.
• Manage quality initiatives in conjunction with leaders as needed by DCI initiative.
• Design, administer, analyze, and report findings from Qualtrics or other survey engines, making recommendations based on results.
• Provide leadership, guidance, and mentorship to administrative staff, promoting collaboration,…