Team 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.

Duke GHIC and IiH

The Duke Global Health Innovation Center (Duke GHIC), and its partner organization, Innovations in Healthcare (IiH), have a shared vision of a world where innovation improves health for all. Duke GHIC is a center within Duke University, linking health innovation, health policy, and global health efforts across Duke to improve health. Duke GHIC partners closely with Innovations in Healthcare, a Duke-affiliated non-profit that works with over 100 healthcare innovators in more than 90 countries as well as public and private sector organizations to scale the impact of the world’s leading innovations. Together, IiH and Duke GHIC improve access to quality, affordable healthcare worldwide and bring best-in-class capabilities in curating, scaling, and studying health innovations around the world while providing an interface to experts and students across the university.

Duke GHIC is part of the Duke Global Health Institute, which brings together knowledge and resources from across Duke to address the most important global health issues of our time, and collaborates closely with the Duke-Margolis Institute for Health Policy, which catalyzes Duke University's leading capabilities including interdisciplinary academic research and capacity for education and engagement, to inform policy making and implementation for better health and healthcare.

Occupational Summary

Duke GHIC and IiH seek a personable, organized, detail-oriented, and resourceful Team Coordinator to support the Duke GHIC/IiH team, especially senior leadership, and assist with special projects.

This role requires regular in-person work in Durham, NC, for 1-2 days per week and any other times when required for job responsibilities (e.g. supporting meetings and events, handling building logistics, etc.). Some duties of this role can be performed at home if the candidate can maintain a secure home office environment with high-speed internet service and can work collaboratively with others using a variety of technologies and tools.

The Team Coordinator is responsible for coordination and management of all activities for senior Duke GHIC/IiH leadership, including but not limited to anticipating the needs of the Executive Director and Senior Director, reviewing correspondence, and drafting responses as appropriate, facilitating communications and engagement across Duke and external stakeholders.

Work Performed

Scheduling, Meeting Facilitation, and Travel Coordination (50%)

• Assist with the scheduling and coordination of appointments, meetings, and speaking engagements for senior leadership.
• Coordinate complex and high-level individual and group meetings for senior leadership and for select programs, ensuring accuracy, coordination, and prioritization of calendars.
• Facilitate communication between the leadership and executive management teams across Duke University.
• Ensure planning, note-taking, and follow-up for key meetings; track and monitor the progress of projects and action items, develop memos and correspondence, prepare agendas, and identify meeting participants.
• Attend meetings to provide information, serve as a resource person, and transmit instructions and information to and from team members.
• Manage complex schedules and travel, including extensive international travel, for senior leadership.
• Coordinate and assist in managing engagements, agendas, and action items for diverse fiduciary and advisory boards and committees.

General Administrative Tasks (30%)

• Serve as the point person for the main phone line, distribute incoming mail, and handle building access and facilities issues; also serve as liaison to DHTS regarding computer/security issues.
• Understand organizational policies and procedures to ensure appropriate decision-making protocols are followed. Maintain an up-to-date Standard Operating Procedures manual for team reference.
• Coordinate onboarding activities for new employees and learners.
• Support program teams with specific, directed tasks.
• Support administrative needs of team members based in Nairobi, Kenya.
• Work closely with and under the supervision of the Assistant Director, Operations & Finance, performing complex and confidential administrative tasks, relieving this person of varied clerical and administrative responsibilities.

Event Planning and Support (15%)

• Develop, plan, and manage resources and logistics for events, ensuring communication to patrons before and during the event. Communicate with speakers, hosts, internal team members, and others to ensure seamless event production and flow.
• Co-develop event budgets and manage within defined parameters.
• Create and maintain working relationships with University service providers and contracted vendors (inc. event support services such as room and equipment rentals, catering, and A/V and IT support).
• Lead the design and execution of Duke GHIC/IiH-level meetings and events, including town halls, development-related events, and visits by external partners and scholars.

Financial and Expense/Asset Management (5%)

• Prepare event and programmatic expense reports in Concur.
• Track, maintain, and procure office equipment and supplies as needed through Buy@Duke and other designated platforms/vendors.
• Provide budget tracking for certain events or special projects as needed.

Required Qualifications at this Level

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any position. Employees may be directed to perform job-related tasks other than those specifically presented in this description

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.