Administrative Specialist - Finance

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Work arrangement - Onsite Hock Plaza II

General Description of the Job Class

Provide administrative and operational support to the Corporate Finance leadership team and department staff. Assist with scheduling, meeting coordination, communications, document preparation, data tracking, and general office operations to ensure the efficient functioning of Corporate Finance activities.

This position and works collaboratively with finance leaders, team members, and administrative staff across Duke University Health System. The Administrative Specialist serves as a key departmental resource, supporting day-to-day administrative functions, coordinating department activities, and helping maintain effective communication and workflow within Corporate Finance.

The role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced environment. The incumbent must exercise sound judgment when handling confidential information and provide responsive customer service to internal and external stakeholders.

Duties and Responsibilities of this Level

• Provide administrative support to Finance leaders and department staff.
• Coordinate and maintain calendars, meetings, and appointments, ensuring effective scheduling and communication with participants.
• Arrange meeting logistics including conference rooms, virtual meeting platforms, agendas, materials, refreshments, and related preparations.
• Support department meetings, leadership meetings, retreats, trainings, and special events.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, spreadsheets, meeting materials, and other business documents.
• Assist in the development and maintenance of presentations, Excel tracking tools, reports, and other departmental resources.
• Maintain departmental files, records, electronic documents, and shared repositories.
• Serve as a point of contact for routine inquiries, directing requests to appropriate individuals and providing information as needed.
• Coordinate travel arrangements and process related documentation and reimbursements in accordance with DUHS policies.
• Track department action items, deliverables, deadlines, and recurring activities.
• Assist with invoice processing, purchase requests, expense reconciliation, and other administrative financial activities.
• Compile information from various sources and assist with data collection, reporting, and document preparation.
• Support onboarding activities for new employees, including coordination of schedules, materials, and departmental resources.
• Coordinate special projects and initiatives independently or in collaboration with other administrative and operational staff.
• Maintain confidentiality of sensitive information and departmental records.
• Interpret and apply established departmental and organizational policies and procedures.

Perform other related duties as assigned

High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership.

Two years postsecondary education with three years of experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

• Typically requires three to five years of progressively responsible administrative support experience.
• Experience supporting leaders or teams in a healthcare, finance, academic medicine, or large organizational setting preferred.
• Experience coordinating schedules, meetings, reports, and business communications.
• Demonstrated proficiency with Microsoft Office applications and standard business technology.

Knowledge, Skills, and Abilities:

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple assignments and priorities with attention to detail.
• Proficiency in Microsoft Office Suite, including: Outlook, Word, PowerPoint, Excel, Teams
• Ability to exercise discretion and maintain confidentiality.
• Strong customer service and interpersonal skills.
• Ability to work independently while collaborating effectively with team members.
• Ability to analyze information, identify issues, and recommend solutions within established guidelines
• Flexibility and adaptability in a dynamic, fast-paced environment.
• Ability to build and maintain effective working relationships across departments and organizational levels.

Distinguishing Characteristics of this Level

• Provides administrative and operational support to Finance leadership and staff.
• Supports departmental coordination, meeting management, reporting, and office operations rather than direct executive-level management.
• Works independently on routine assignments and projects while seeking guidance on complex, highly confidential, or strategic matters.
• Contributes to the efficiency and effectiveness of finance operations through strong organizational and administrative support capabilities.