Administrative Coordinator - Compliance Office

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Work Arrangement - Hybrid

General Description of the Job Class

Partner with the Vice President of Compliance and Administration to assist the Compliance department in the administration of operating procedures, processes, programs, and departmental financial and fiscal responsibilities.

Duties and Responsibilities of this Level

• Manage the Compliance Hotline, providing issue resolution, triage, case tracking, trend analysis, reporting, and closed-loop communication with stakeholders.
• Oversee policy interpretation, department tracking tools, and budget management; identify process improvements and maintain standard operating procedures and documentation.
• Manage the Compliance Hotline, offering first-line support to all incoming calls and providing resolution or triage for next steps within the department or externally to Duke Health to provide resolution. Track resolutions, identify opportunities and create reports to support progress and ensure close-loop communication with the leadership team and employee if needed.
• Manage the department tracking tool to include compilation of data and preparation of reports; monitor and verify timelines; ensure compliance to procedures; prepare administrative reports; manage timelines and document the status of the Compliance department's projects.
• Control and maintain financial records, including contracts, informing appropriate staff members of the financial status of various projects. Perform an audit of the financial records and report to the VP of Compliance on the status and notification of variances.
• Advise the compliance department and staff members of budgetary and related activities; prepare for approval by the department head initial budgetary recommendations by considering past requirements and expenditures and present program plans. Partner with Finance on budget changes and the yearly budget process.
• Responsible for being a subject matter expert on Compliance policies and procedures. Manage the department's creation and revision of department policies and procedures, including approval, posting and communication DUHS-wide of policies and procedures.
• Maintains primary ownership for making decisions on specific operating problems and issuing instructions in the name of the Compliance department head in accordance with departmental precedents and policies for DUHS staff.
• Maintains the Chief Compliance Officer's (CCO) calendar to manage conflicts, identify and communicate the purpose of meetings, manage the priority of meetings; identify department staff who can handle meetings when the CCO is requested. Ensure the VP has needed materials in advance of meeting times.

Perform other related duties incidental to the work described herein.

Required Qualifications at this Level

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

A master's degree in a business-related field may be substituted for 2 years of experience-preferred experience, facile with technology and applications, and working with data.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Preferred experience:

• DUHS or academic medical center experience, strongly preferred
• Executive presence and experience supporting and partnering with senior executives.
• Exceptional written and verbal communication skills, with the ability to engage effectively across all levels of Duke.
• Strategic and systems thinking, including the ability to analyze issues beyond their immediate area and consider broader organizational impacts.