Senior Administrative Operations Coordinator, Chair's Office

Be You. Be Bold. Choose Duke.

Senior Administrative Operations Coordinator, Chair's Office

Department of Neurosurgery | Duke University School of Medicine

Be You.

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As the Senior Administrative Operations Coordinator, you will play a critical role in supporting the Chair and Chief Administrative Officer of the Department of Neurosurgery. Your organizational expertise, professionalism, and commitment to exceptional service will help advance the department's mission of delivering world-class patient care, groundbreaking research, and innovative medical education.

You will serve as a trusted partner to departmental leadership, building strong relationships across the School of Medicine and Health System while helping ensure the seamless execution of executive priorities and departmental initiatives.

Be Bold.

The Department of Neurosurgery is seeking a highly organized, proactive, and service-oriented administrative professional with demonstrated experience supporting senior leaders in a complex and fast-paced environment. This role requires exceptional judgment, adaptability, and the ability to manage competing priorities while maintaining the highest standards of professionalism and confidentiality.

What You'll Do:

Executive Leadership Support

• Provide comprehensive administrative support to the Chair and Chief Administrative Officer.
• Manage complex executive calendars involving multiple stakeholders, competing priorities, and time-sensitive requests.
• Anticipate scheduling conflicts and proactively develop solutions.
• Coordinate meetings, interviews, retreats, special events, and executive-level engagements.
• Prepare agendas, presentations, briefing materials, itineraries, and supporting documentation.

Operational Coordination

• Serve as a key liaison between departmental leadership, faculty, staff, university leadership, clinical partners, patients, and external stakeholders.
• Support leadership initiatives, departmental priorities, and special projects.
• Coordinate travel arrangements, expense processing, and administrative workflows.
• Assist with monitoring deadlines, commitments, and recurring operational activities.

Communication and Relationship Management

• Draft, edit, and coordinate professional correspondence, reports, and communications.
• Deliver exceptional customer service through responsive, professional, and solution-focused interactions.
• Build and maintain collaborative relationships across Duke University School of Medicine and Duke Health.
• Exercise sound judgment and handle confidential and sensitive information with discretion.

Project Support and Continuous Improvement

• Assist with departmental strategic initiatives and operational projects.
• Support process improvement efforts through innovation, technology, and best practices.
• Identify opportunities to increase efficiency and enhance administrative operations.

What You'll Bring:

• Significant experience supporting senior executives, physicians, academic leaders, or other high-level professionals.
• Advanced proficiency in Microsoft Outlook calendar management and coordination of complex executive schedules.
• Strong organizational, prioritization, and problem-solving skills.
• Ability to adapt quickly and effectively in a fast-paced environment.
• Outstanding communication and interpersonal skills.
• Proven ability to anticipate needs and proactively resolve challenges.
• Demonstrated commitment to customer service excellence.
• Ability to maintain confidentiality and exercise professional judgment.

Minimum Qualifications

• Associate degree required.
• Bachelor's degree preferred.
• Relevant administrative, executive support, operations, or related professional experience.
• Equivalent combination of education and experience may be considered.
• Five (5) years of progressively responsible administrative or executive support experience.
• Demonstrated experience supporting senior leaders, executives, physicians, department chairs, or other high-level professionals.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing complex calendars and coordinating meetings involving multiple stakeholders.
• Experience handling sensitive and confidential information with discretion and professionalism.
• Excellent written and verbal communication skills.
• Strong organizational skills with demonstrated ability to manage multiple priorities and meet competing deadlines.
• Ability to work independently while exercising sound judgment and initiative.
• Exceptional customer service and interpersonal skills.

Work Environment

• Primarily onsite position located in Durham, North Carolina.
• Opportunity for one remote workday per week based on business and operational needs.
• Standard schedule is Monday through Friday, 7:30 a.m. to 4:30 p.m.
• No regular weekend work required.
• Flexibility is essential to support executive schedules, special events, and departmental priorities.

Choose Duke.

At Duke, you will join a team dedicated to excellence, innovation, and impact. This role offers more than traditional administrative support. It is an opportunity to become a strategic partner within the Chair's Office, helping department leadership achieve critical goals that support patient care, research, education, and operational success.

You'll work alongside exceptional colleagues in an environment that values collaboration, continuous improvement, and professional growth while making meaningful contributions to one of the nation's leading academic medical centers.

Ready to Make a Difference?

Apply now and help support the leadership, innovation, and operational excellence that drive Duke Neurosurgery forward.