Administrative Specialist - Palliative Care

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.

The Administrative Specialist serves as a central operational, communications, and program coordination hub for Duke Palliative Care and provides direct executive support to the Division Chief. This highly visible role partners with clinical, education, communications, and leadership teams to ensure seamless operations, outstanding learner and faculty experiences, and consistent, professional communications across Duke Health.

• Manage complex calendars, meetings, travel, and high-priority communications for the Division Chief.
• Prepare and edit professional correspondence, reports, presentations, and leadership materials.
• Serve as a central point of contact for faculty, staff, trainees, and external partners.
• Track, organize, and maintain office systems, space assignments, distribution lists, and IT resources.
• Partner with Finance to process purchases, reimbursements, honoraria, and event expenses.

• Coordinate medical student, resident, fellow, and PA learner scheduling across clinical services.
• Manage Team Up calendars, Med Hub evaluations, and Duke Hub registration support.
• Support teaching programs, workshops, Grand Rounds, and academic conferences.

• Lead logistics and communications for:
  • Weekly Palliative Care Grand Rounds
  • Vital Talk and Goals of Care training programs
  • Annual Galanos & Family Lecture
  • Team retreats, pediatric conferences, and educational events
• Manage CME documentation, speaker coordination, Zoom logistics, honoraria, and communications cadence.

• Design and distribute division-wide emails, newsletters, announcements, and branded templates.
• Produce the quarterly Duke Palliative Care newsletter.
• Maintain and update Duke Sites, SharePoint, and Teams pages for:
  • Duke Center for Palliative Care
  • Hospice & Palliative Medicine Fellowship
  • Goals of Care Initiative
  • Educational and faculty resources

• Support team culture, well-being, DEI, and recognition programs.
• Coordinate awards, gifts, and team celebrations.
• Support coaching cycles, surveys, and performance-related communications.

• Compile, analyze, and summarize program, education, and participation data.
• Create reports and dashboards to support leadership decision-making.
• Independently manage special projects and cross-department initiatives.

• High School diploma + 5 years of progressive administrative experience OR
• Associate's degree + 3 years of administrative experience OR equivalent combination of education and experience.

• 3-5 years of administrative experience.

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.

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.