PROGRAM COORD

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.

PROGRAM COORDINATOR – 10

Finance – Duke Human Vaccine Institute

This is 100% remote position.

OCCUPATIONAL SUMMARY:

Report to the Sourcing Manager of the Duke Human Vaccine Institute (DHVI).  The Program Coordinator is responsible for managing the DHVI Finance central processes including Procurement, Accounts Payable, Employee Travel & Reimbursement, Corporate Card Program and Centralized Travel.  Responsible for planning, coordinating and administering activities and advising on policy related to major programs.  Develop and coordinate procedures, processes, services, and systems and interpret and advise the DHVI faculty and staff regarding institutional policies. 

Independently manage the DHVI Finance central processes including Procurement, Accounts Payable, Employee Travel & Reimbursement, Corporate Card Program and Centralized Travel.  Responsible for planning, coordinating and administering activities and advising on policy related to major programs.  Develop and coordinate procedures, processes, services, and systems and interpret and advise the DHVI faculty and staff regarding institutional policies.  This includes oversight of DHVI's $16M purchasing program and providing training and guidance to laboratory and other staff throughout the year in regularly scheduled instruction.  

RESPONSIBILITIES: 

Procurement:  90% 

• Independently manage the DHVI Finance central processes including Procurement, Accounts Payable, Employee Travel & Reimbursement, Corporate Card Program and Centralized Travel.
• Responsible for planning, coordinating and administering activities and advising on policy related to major programs.
• Develop and coordinate procedures, processes, services, and systems and interpret and advise the DHVI faculty and staff regarding institutional policies.
• Providing training and guidance to laboratory and other staff throughout the year in regularly scheduled instruction.
• Ensure compliance with institutional & sponsor policies and federal contracting guidelines and to monitor and report on the use of small and minority owned business where applicable.
• Serve as point of contact for all accounts payable issues and oversee program responsible for processing of all A/P check requests, reimbursements, vendor registration, invoicing, subcontractor, clinical sites and foreign vendor payments, procurement invoice discrepancies, honoraria payments, payments to foreign nationals, independent contractors; resolve issues surrounding payments to individuals.
• Procure goods and services for DHVI.  Assist with the procurement of high dollar scientific equipment.  Review and approve shopping carts in Buy@Duke and follow the requirement to assure the correct and timely creation of purchase orders.
• Manage timely reconciliation of goods receipts and other associated activity.
• Resolve invoicing and purchase order issues.  Work closely with grant and contract managers to reconcile procurement issues in preparation for close-out of fund codes.
• Prepare requests for submission to the School of Medicine for approval of non-sponsored funds.
• Manage procurement card program and all associated processes for DHVI. Oversee travel and miscellaneous reimbursements.   

Other: 10% 

• Assist with ensuring and maintaining the appropriate roles for individuals through System Administrator.
• Maintain information for service/maintenance contracts for DHVI equipment, copiers and establish and monitor standing orders for supplies.
• Process all documentation in accordance with DHVI ordering procedure to ensure all proper backup documentation is forwarded to the appropriate financial analyst or grant/contract manager for their records.
• Perform other duties as assigned by the Sourcing Manager and DHVI Leadership. 

REQUIRED QUALIFICATIONS AT THIS LEVEL:

• Education/Training: 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.
• Skills:
  • Ability to provide guidance and direction to subordinates, including setting standards and monitoring performance.
  • 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.

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.