Administrative Specialist - Chief Quality Officer and AVP Specialty Affiliations

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.

Duke Health Affiliations and Networks (DHAN), an integral part of the Duke University Health System (DUHS), transforms health care locally, regionally, and nationally with affiliations throughout the eastern United States. DHAN supports a wide range of community-based specialty and hospital affiliations, linking them with the renowned expertise of Duke through innovative programs that promote evidence-based medicine, improve community health, and facilitate access to research.

This position supports the program objectives and initiatives led by the Chief Quality Officer for the Duke Quality Network and the Associate Vice President of Specialty Affiliations. The successful candidate can expect highly professional administrative experience aligned with Duke Health's mission and values.

Provide complex, high-level administrative support to executive DHAN leaders. Supporting the Chief Quality Officer & Associate VP, Specialty Affiliations, the Administrative Specialist is responsible for planning, coordinating and participating in the establishment and operation of daily activities to support the goals of our affiliations and the broader DHAN team.

• Schedule and maintain multiple challenging calendars of appointments, meetings, and travel itineraries, and coordinate related arrangements.
• Collaborate with other support staff internal and external to Duke to coordinate demanding calendars, while ensuring that critical meetings are scheduled allowing leaders to meet business and clinical responsibilities.
• Schedule meetings timely and accurately, with notification to the team if attendance availability changes.
• Provide materials such as agendas and presentations in advance of the meeting.
• Proactively identify scheduling conflicts and provide suggestions for resolution in a timely manner during weekly meetings, 45‑90 days in advance, allowing for any clinic or rescheduling needs to be met in a timely manner.
• Schedule complex travel arrangements including ground and air transportation—commercial and private, hotel arrangements for Chief Quality Officer and Associate VP.
• Manage and oversee all travel accommodations to ensure smooth travel plans, including protocols for chartered flights, itineraries, biographies, etc.

• Prepare Excel/SharePoint report documents for distribution and printing for monthly operational review meetings to ensure materials are distributed from affiliate sites in a timely manner to allow for appropriate review.
• Provide administrative support in preparation for and during meetings (i.e., advancing slides, time checks, PowerPoint edits).
• Directly involve in development and maintenance of affiliated programs by supporting communication with hospital leadership and administrative staff (internal and external).
• Coordinate high-priority meetings with internal as well as external personnel; prioritize high-level topics daily.
• Maintain multiple, complex and demanding calendars for the Chief Quality Officer and Associate VP, working with the Chief Quality Officer’s clinical scheduler to ensure meetings do not overlap with weekly clinic schedule by implementing a weekly check‑in.
• Coordinate Duke affiliate site candidate interview visits (including itinerary, travel and accommodation) to Duke and process their expenses.
• Proactively and independently implement methods to assure program success, such as confirming conferences and travel arrangements week of the conference.
• Arrange transportation to and from events, meetings and other sponsored activities for the Chief Quality Officer and Associate VP.

• Develop efficient and effective ways of organizing paper and electronic information utilized by DHAN.
• Maintain files appropriately, including sensitive and confidential information.

• Cross‑departmental duties rotated through the entire…