Administrative Assistant - Ipec

Duke University School of Nursing

Established in 1931, Duke University School of Nursing is a national leader in preparing nurse clinicians, scholars, and innovators who are transforming healthcare through excellence in education, research, and clinical practice. With more than 1,500 students, we offer a comprehensive range of programs, including the Master of Nursing (MN), Master of Science in Nursing (MSN), Doctor of Nursing Practice (DNP), and PhD in Nursing. Our programs are designed to meet the evolving demands of today’s healthcare landscape, equipping graduates with rigorous training, evidence-based practice, and interdisciplinary collaboration to lead the future of nursing.

Our nursing program stands as a leader in healthcare education, earning #1 in the nation for Best Bachelor of Science in Nursing (BSN) Programs, #2 for Doctor of Nursing Practice, and #5 for Master’s programs, according to U.S. News & World Report. For over a decade, we’ve also been celebrated as a Best School for Men in Nursing by the American Association for Men in Nursing (AAMN)—11 years and counting! These accolades reflect our unwavering commitment to excellence, innovation, and inclusivity in preparing the next generation of nursing professionals.

Be You.

The Duke Health Center for Interprofessional Education and Care (IPEC) is seeking an Administrative Assistant to provide support to the director, associate directors, program coordinator, the Center’s committees and programs, and, ultimately, health professions learners. The person in this role serves as a key point of coordination for the Center’s daily operations and helps support educational initiatives, meetings, events, communications, and administrative processes that advance interprofessional education and collaboration across Duke Health.

In this role, you will manage a variety of responsibilities requiring strong organizational skills, attention to detail, sound judgment, and the ability to work with a team. You will coordinate meetings and events, maintain schedules, track work progress, assist with budget and purchasing activities, support student programs, and serve as a central contact for Center-related inquiries. You will also work closely with faculty, staff, students, and institutional partners to ensure the successful implementation of Center activities and initiatives.

Minimum Requirements

• Work requires a general educational background normally equivalent to a high school education plus two years of post-secondary education in a healthcare, education, or other business-related field.
• Four years of related business or administrative experience.
• Equivalent combinations of relevant education and experience will be considered.​

Preferred Qualifications

• Experience providing administrative support in higher education, healthcare, academic, or professional office settings.
• Experience coordinating meetings, events, and travel arrangements.
• Experience supporting budgets, purchasing processes, and financial reconciliation activities.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Experience using platforms such as Zoom, Qualtrics, Canvas, Sakai, Canva, Box, and institutionally approved AI tools.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.
• Experience working with confidential information and exercising independent judgment.
• Commitment to fostering an inclusive and collaborative environment.

Other Requirements

• Ability to work effectively with faculty, staff, students, leadership, and external stakeholders.
• Ability to coordinate and support in-person, virtual, and hybrid meetings and events.
• Ability to utilize technology and artificial intelligence tools appropriately and ethically to support administrative functions.

This position is onsite. The work is performed on-site or at a designated assignment location.

Be Bold.

Position Description:

• Provide administrative and operational support for the Duke Health Center for Interprofessional Education and Care (IPEC), including support for the Director, associate directors, program coordinator, and Center initiatives.
• Serve as a primary administrative contact for the Center by responding to inquiries, coordinating communications, and triaging issues for review and response by Center leadership.
• Support advisory committees and workgroups, including the Executive Advisory Committee and Student Advisory Committee, by scheduling meetings, preparing and distributing materials, maintaining records of proceedings, and supporting follow-up activities.
• Provide administrative support for the Duke BLUE Scholars program, including student enrollment, maintenance of program participation records, tracking student progress, and monitoring program completion.
• Coordinate meeting logistics for faculty, staff, committees, and workgroups, including scheduling, agenda preparation, compilation of supporting materials, room reservations, technology coordination, and teleconference or videoconference support.
• Maintain a Center-wide calendar including presentations, events, appointments, and deadlines while coordinating schedules for faculty and staff with a high degree of accuracy.
• Coordinate and support educational programs, retreats, special events, visiting speakers, and other Center-sponsored activities by securing venues, arranging audiovisual and technical support, managing registrations, coordinating supplies, and communicating event details to participants.
• Serve as on-site administrative support for in-person, virtual, and hybrid events by coordinating facilitators, personnel, schedules, technology resources, communications, and day-of event modifications.
• Manage Center purchasing activities and maintain inventories of materials and supplies needed for meetings, events, and programs.
• Assist with financial administration by reconciling transactions with monthly financial reports, supporting budget reconciliation activities, and preparing reports related to Center events and meetings.
• Arrange business travel and visitor logistics, including reservations, registrations, reimbursements, itinerary coordination, and required documentation.
• Support the development and maintenance of Center communications and marketing materials, including electronic communications, announcements, event promotions, and informational resources.
• Serve as a point of contact for maintenance and updates to online content, helping ensure information remains current, accurate, and appropriate for intended audiences.
• Maintain proficiency in a broad range of technologies used to support Center operations, communications, scheduling, data management, learning management systems, survey administration, file sharing, and event coordination.
• Prepare correspondence, memoranda, meeting agendas, reports, presentations, and other documents requiring research, data compilation, and professional communication.
• Maintain records of meetings, projects, programs, and events and provide status updates, summaries, and documentation as needed to support Center operations and reporting.
• Demonstrate sound judgment when handling confidential personnel, student, operational, and business information.
• Perform other related duties incidental to the work described herein.

Choose Duke.

The Duke Health Center for Interprofessional Education and Care (IPEC) advances collaboration among health professions learners, educators, and clinicians to improve health outcomes through interprofessional education and teamwork. As an Administrative Assistant, you will play an important role in supporting programs, committees, events, and initiatives that help prepare future healthcare professionals to work effectively in team-based care environments.

Duke University and Duke Health are consistently recognized among the nation's leading academic and healthcare institutions. Join a collaborative environment committed to excellence, innovation, inclusion, and lifelong learning while supporting initiatives that make a meaningful impact on education, patient care, and community health.