Program Coordinator

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

OCCUPATIONAL SUMMARY

Plan, coordinate and administer activities for Duke Institute for Health Innovation (DIHI); develop, coordinate and advise on policy related to specified programs.

WORK PERFORMED

• Provide coordination and administrative assistance to the Associate Dean and Director, DIHI, and other departmental core staff for activities related to innovation and approaches across Duke Health as they relate to health care delivery, education and research.
• Assist in the management of program operational activities including Request for Application (RFA) announcements, recruitment, training events, and program evaluation and program communication.
• Assist with development of all presentation materials, and creating reports summarizing program evaluation. The candidate must possess an aptitude for problem solving and capacity to work independently to identify and complete tasks that facilitate successful program implementation.
• Make operational and programmatic decisions that have a significant impact on the successful achievement of the RFA awardees strategies and objectives; develop, coordinate and advise DIHI core staff regarding program expenditures, allowances, and development processes.
• Monitor and evaluate RFA and other programs effectiveness using qualitative and quantitative research techniques; investigate trends, and recommend and implement modifications to improve program effectiveness.
• Budget for, and coordinate, public events and other related DIHI programs; develop and coordinate new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components.
• Maintain liaison with other School of Medicine programs, offices and departments to coordinate DIHI program business and to accomplish objectives; interface and serve as point person with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
• Manage all administrative functions for DIHI, including expense filing, financial reporting, scheduling of meetings, calendar management for the Director, organizing site visits by senior delegations, and other events, managing office supplies, etc. Assist and advise Director, DIHI and DIHI core staff members on administrative problems. Compile reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions.
• Support business operations and planning with analysis and recommendations based on data. Coordinate communications between Duke teams and external counter parts regarding scheduling of regular communications and other interactions.
• Coordinate development and distribution of agendas, briefing documents, slide presentations, minutes, etc.
• Assist with coordination and execution of DIHI RFA process for innovation pilots.
• Coordinate expense resolution for DIHI funded RFA projects. Maintain and update websites and social media accounts for a variety of strategic initiatives and offices.
• Control and maintain DIHI departmental files of records, reports and correspondence required for reference and efficient operation of institute, including budget expenditures and informing appropriate staff members of financial status of various projects and/or in matters of significant financial impact. Identify and manage potential vendors and review qualifications of each. Ensure maintenance of up-to-date management and procedural manuals, directives and related records.
• Interpret new directives, policies and regulations and inform appropriate personnel of changes; make decisions on specific operating problems and issue instructions in the name of the department head.
• Coordinate complex travel for the Director and other members of the DIHI team related to strategic partnerships.
• Make travel arrangements for all participants (flights, hotels, etc.); Prepare itineraries and coordinate scheduling of all individual and group meetings, presentations, dinners, facility tours, etc. Manage agendas and logistical arrangements when Duke hosts visits from high-level delegations (e.g., government officials, industry executives, physicians), including reservation of meeting locations, catering arrangements, ground transportation, etc.
• Interact on a frequent basis with administrative staff for Duke senior leadership and other faculty and staff to coordinate meetings, presentations, site visits, etc. in support of multiple Duke programs and initiatives.
• Proactively manage complex and fluid schedule for DIHI team, independently recognize and resolve scheduling conflicts and make decisions regarding travel, presentation, and meeting requests.
• Represent DIHI team to groups across Duke. Coordinate and manage agenda, materials, minutes, etc. for meetings and other activities for various boards.

Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be exhaustive list of all responsibilities and duties required of personnel so classified.

DEPARTMENTAL PREFERENCES

Skills

• Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
• Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.

MINIMUM QUALIFICATIONS

Education

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

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

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.