ADMINISTRATIVE COORD

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Job Summary

 

The Administrative Coordinator (AC) provides high-level administrative and operational support to Nephrology divisional leadership, including the Chief of the Division of Nephrology, a leader overseeing clinical care, research, and academic programs. The AC plays a critical role in ensuring the smooth day-to-day functioning of the Division by managing complex calendars, coordinating communications, supporting strategic initiatives, and liaising with internal and external stakeholders. This is a trusted position requiring discretion, initiative, organizational excellence, and the ability to manage competing priorities in a fast-paced academic medical environment.

 

Duties and Responsibilities

 

Administrative Support

• Manage the Division Chief’s complex calendar, including clinical, research, and administrative commitments.
• Schedule and prepare for internal and external meetings, including agendas, minutes, and follow-ups.
• Coordinate travel arrangements, conference logistics, purchasing, and expense reimbursements.

Operational and Project Coordination

• Track and support Division-wide projects, faculty deadlines, and recurring reporting (e.g., grants, IRBs, promotion packets).
• Support recruitment efforts, onboarding of new faculty/staff, and coordination with HR and credentialing teams.
• Serve as liaison to the Chair’s office, hospital leadership, and research collaborators.
• Manage operational activities for divisional space and facilities, including budgeting for space-related needs, ensuring optimal space utilization, planning relocations and renovations, and serving as a liaison to the departmental space committee.

• Provide administrative support for financial processes, including assisting in budget development and tracking for specific divisional projects and events, ensuring adherence to institutional financial policies, accurate documentation of expenditures, and timely reconciliation of costs. Contribute to financial planning efforts by gathering data, preparing summary reports, and identifying trends or discrepancies that inform strategic decision-making. Assist in forecasting and planning to support strategic and operational goals.

Communications

• Draft and proofread correspondence, reports, and presentations on behalf of the Division Chief.
• Monitor and prioritize incoming communications, ensuring timely follow-up and triage.
• Maintain professional, clear, and respectful communications on behalf of the Division.
• Manage divisional and laboratory contact lists.

Confidential Support

• Manage sensitive information related to faculty affairs, performance reviews, and departmental strategy.
• Maintain confidentiality and professionalism in handling institutional, clinical, and personnel matters.

Team Supervision and Management

• Supervise and coordinate the work of designated employees.
• Manage personnel activities, including but not limited to hiring, performance appraisals, promotions, transfers, and schedules, to meet University and divisional objectives.

Qualifications:

Required:

• Education/Training: Work requires a general business background generally equivalent to a bachelor’s degree in a business-related field.
• Experience: Work requires 2 years 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