Administrative Manager

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

The DCI Community Outreach, Engagement, and Equity (COEE) program supports and facilitates DCI’s mission to reduce the burden of cancer in our catchment area through: 1) Discovery: monitoring and evaluating the cancer burden and drivers of cancer disparities in the DCI catchment area; 2): Dissemination: building multi-directional engagement strategies to promote evidence-based strategies to reduce the burden of cancer in the catchment area; and 3) Impact: bringing to bear DCI’s scientific expertise in addressing cancer risk factors, incidence, mortality and disparities. COEE promotes and supports catchment-area relevant activities within DCI through initiatives such as community engagement training, COEE pilot grants,

community-scientist roundtable panels, and with guidance from two standing committees: the community advisory council and the COEE steering committee. COEE also supports activities that address cancer related health needs in diverse catchment area communities by leveraging partnerships with community leaders and organizations through a network of community health ambassadors, and community-facing patient navigation.

The Administrative Manager will be responsible for program management and leadership of key components of the overall COEE program: patient navigation, screening and outreach. This involves maintaining oversight and effective collaborations and high impact by developing and implementing numerous initiatives, with program organization and documentation, and strategic planning/implementation to support alignment of goals and programmatic growth. The Administrative Manager will ensure that ensure that COEE navigation, screening and outreach programs are robust, impactful and consistent with evidence-based strategies, well aligned with COEE inreach programs, and promote DCI as a national leader in advancing cancer health equity.  This involves leading programs designed to strengthen bi-directional stakeholder partnerships between the DCI catchment area communities and DCI and identify strategic opportunities for DCI to robustly address the needs of catchment area communities at the local, state and catchment area-level.

Work Performed

Programmatic leadership (30% effort):

The Administrative Manager will be responsible for leading COEE outreach programs, including education and community awareness, cancer screening, health fairs, and community-facing patient navigation. This involves high-level coordination of activities within the COEE program, managing team activities and tracking of key program deliverables and benchmarks. This requires working closely with cross-functional teams and project managers to ensure alignment of scope, deliverables, required resources, workplan and timing of projects. 

The Administrative Manager will be responsible for continuously evaluating the program at a high level and making suggestions for quality improvement initiatives to address inefficiencies and with meaningfully expanding the scope of navigation, screening and outreach to more effectively meet the needs of catchment area communities. They will involve nurturing collaborations with partner institutions across the catchment area, and with maintaining a seamless collaboration with clinical teams with DCI for increased impact.

The Administrative Manager will lead the expansion of COEE’s outreach program from 3 screening events a year to 10 per year over the next couple of years, strengthen the scope of community-facing navigation, and develop and implement new programs to enhance DCI’s impact in catchment area communities consistent with the DCI’s health equity strategic plan and COEE program plan. This will involve optimizing impact and nurturing program success from inception to completion, promoting a positive working dynamic across teams, ensuring robust documentation and tracking of impact, and working with internal and external partners to accomplish overall program goals.

The Administrative Manager will strengthen intra-institutional collaborations by working closely with DCI members and clinical research staff, and with units across Duke University to achieve program goals effectively.

The Administrative Manager will develop and maintain a system to support timely and accurate communication within the program, and with stakeholders, e.g. collaborating institutions, sponsors, vendors, suppliers, etc. and act as a delegate for COEE leadership as needed with external partners.

Assists in preparing relevant materials and outreach metrics for key COEE events, including but not limited to, the Community Advisory Council meetings, Steering Committee, P30 Cancer Center Support Grant and External Scientific Advisory Board meetings.

Directs and implements organization-wide systems and processes for improvement, in collaboration with clinical and administrative personnel.

Team Management (30%):

The Administrative Manager will supervise COEE outreach, navigation and screening staff and serve as a key point of contact for team leadership, management and mentorship. This includes working with COEE team members to identify areas of additional training and professional growth and facilitating professional development, and working with COEE leadership to identify staffing needs, facilitate recruitment, hiring and onboarding for new hires including but not limited to arranging appropriate technology, providing access to relevant documents and folders, adding to listservs and meetings.

The Administrative Manager will develop detailed protocols for staff onboarding/onboarding, promote cross-training and skills building, manage access controls, and coordinate the training of interns to ensure an appropriate and relevant mix of operations, applied research and professional development opportunities.

The Administrative Manager will participate in professional/career development, training and networking opportunities to enhance their managerial and leadership skills, and to continuously implement best-practices and evidence-based strategies to enhance program goals.

Grants and Financial management (20%):

The COEE program is supported by a complex mix of federal, organization, and institutional grant funding across projects. The Administrative Manager will work closely with COEE leadership to identify and attract new funding/sponsorship opportunities, provide detailed and extensive support for routine, timely tracking and documentation of expenses, financial records, reconciliation, purchases, progress reports, etc across outreach projects. This will also require regular review of budgets, project staffing, supplies and other expenses in relation to the outreach team goals. The Administrative Manager will also assist with execution of sub-contracts, and other administrative documentations needed.

The Administrative Manager will work closely with COEE leadership to determine appropriate funding opportunities and support with grant planning and documentation.

Program Documentation (20%):

The Administrative Manager will develop an efficient and user-friendly system for ensuring robust documentation, SOPs and organization of relevant program materials. This includes ensuring that all protocols, manuals, manuscripts, slide decks, etc are robust, organized and continuously updated across projects. As a key component of stakeholder engagement, external communication of program updates is critical for impact. Therefore, the Administrative Manager will ensure that all disseminated materials are accurate, engaging, and current. This includes project newsletters, program website, study flyers, poster presentations, PowerPoint slide decks, graphics, and other documentations. In addition, the Administrative Manager will manage and ensure quality and timely submission to scientific findings to journals and other avenues and identify opportunities to further promote dissemination of key program outputs for wider impact. 

Other work as assigned.  The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required.  Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Minimum Qualifications

Education/Training

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

Experience

Work requires 4 years of experience related to the ability to plan and administer programs and direct program activities within a specific functional area.

Preferred Experience:

• Bachelor’s or Master’s degree in a related field is preferred with a minimum 10 years’ experience in an academic medical center and oncology field is preferred.

• Detailed understanding and experience in addressing disparities / health equity issues.

• Experience in managing a multi-site matrixed organization with leadership skills.

• Deep experience in understanding evaluations and outcomes.

• Flexible and adaptable style; a leader who can positively impact both strategic and tactical community initiatives.

• Accepts and respects diversity without judgement.

• A self-starter who is results-oriented.

• Experience in budgeting and strategic planning. 

Skills:

• Excellent written, oral and conversational communication skills to effectively work with teams

• Ability to analyze, evaluate multiple solutions and solve complex problems using well developed critical & analytical thinking skills.

• Excellent time and program management skills

• Attention to detail needed to operate accurately and effectively.

• Mastery of Microsoft Office, especially Word and Excel, multiple electronic databases and computer-based information systems including eIRB, RedCap, and EPIC.

• Establishes and maintains highly effective working relationships with key stakeholders and departments, including physicians, clinical and administrative leaders, front-line staff, and external regulatory and accrediting bodies.

• Must be highly organized, collegial and collaborative with a demonstrated ability to inspire staff to achieve departmental goals.

• Ability to influence and engage a wide range of stakeholders including advisory groups, coalitions, forums, foundations, corporate sponsors and practitioner groups within the market of responsibility.

• Ability to respect confidential information.

Special Conditions Required:

Flexible working required, may need to extend work hours into evenings and weekends on occasion.

Job Code: 00001493 ADMINISTRATIVE MANAGER
Job Level: 14

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