PROGRAM COORDINATOR, SENIOR

Work Arrangement: 
Requisition Number:  246178
Regular or Temporary:  Regular
Location: 

Durham, NC, US, 27710

Personnel Area:  MEDICAL CENTER
Date:  Jun 29, 2024

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.

Position Identification Statement & NCCTS Description:

The National Center for Child Traumatic Stress (NCCTS), co-located at UCLA and Duke University, is the coordinating center for the National Child Traumatic Stress Network (NCTSN). The NCCTS is seeking applicants for the position of Senior Program Coordinator. The NCCTS leads, coordinates, and facilitates national collaborations and initiatives across child servicing systems and multiple topical domains; producing child trauma resources, products, reports, and information for providers, treatment developers, families, and partners. Please note that the NCCTS does not provide direct clinical services to children and families. This position (NCCTS Senior Program Coordinator) currently includes four days of remote work and requires one on-site day per week. The position is located at Duke University in Durham, NC.

 

NCTSN Description:

The NCTSN is a unique federally funded initiative that seeks to improve the quality, effectiveness, and availability of care and services for children and families who are exposed to a wide range of traumatic experiences, including physical and sexual abuse; domestic, school, and community violence; natural disasters and terrorism; and life-threatening injury and illness. Combining knowledge of child development, expertise in child traumatic stress, and attention to cultural perspectives, the NCTSN supports the development and broad adoption of evidence-based and trauma-informed treatments. The NCTSN is a collaboration of 199 academic, clinical, and community service centers across the U.S.  

 

Position Description:

The NCCTS Senior Program Coordinator is based within the NCCTS Administrative Core and reports to the NCCTS Administrative and Financial Senior Officer. This position provides:

 

Financial Support: (45%)

 

Provide financial and administrative support overseeing different areas of expenditures management and coordinating financial management for grant compliance and reporting determinations.  This may involve establishing and managing consultant and vendor contracts, tracking consultant spending and invoices, developing and maintaining budget tracking tools, and financial reporting. Also working closely with the NCCTS Administrative and Finance Team to achieve the following:

  • Manage consultant and vendor engagement processes and workflow; serve as internal grant projects Point of Contact (POC) concerning financial activities.
  • Develop financial management tools, such as consultant engagement contracts, statements of work (SOW), invoice templates, and invoice management spreadsheets; consultant engagement processes and communication guidance; and internal financial procedural guides/checklist documents;
  • Oversee management of staff procurement card compliance, to help ensure timeliness of processing and to serve as a POC purchasing resource regarding grants compliance.
  • Process Concur and buy@duke financial forms for faculty, staff, and consultants (AP check requests, purchase orders, vendor expenses, miscellaneous reimbursements, and procurement card clearing);
  • Monitor all expenses to ensure staff compliance for the timely submission of procurement card receipts making sure all transaction meet policy and guidelines;
  • Create and maintain monthly financial records for NCCTS and ORR sponsored programs; disseminate to relevant PI/staff. Prepare financial reports for the analysis of program growth, adverse trends, and appropriate recommendations or conclusions;
  • Assist in the preparation of NCCTS and ORR grant proposal data, budget monitoring tools and closeout activities to include compilation of data, monitoring and verifying expenditures; creating analytical tools for budgetary decision-making by considering past requirements and expenditures and present program plans.

 

Administration and HR: (30%)

Plan, coordinate and administer assigned NCCTS administrative and human resource duties to include the following:

  • Engage in processes necessary to hire, onboard, and evaluate staff, in coordination with the NCCTS Administration and Finance Senior Officer. Establish internal practices and procedures, including evaluating equity issues, out-of-cycle rate increases and promotion requests.
  • Coordinate and manage recruitment and screening of applicants for NCCTS and ORR positions; advertise jobs on external jobsites to attract diverse candidate pools.
  • Review and approve time cards and pay documents (primary and backup) for accuracy and appropriateness.
  • Develop spreadsheets, trackers, databases, and create reports as needed. Organize and maintain electronic files, reports, databases, and correspondence required for reference and efficient operation of the NCCTS. Maintain current personnel files and archives.
  • Serve as point person for general HR questions and guidance.
  • Coordinate and complete special administrative projects, reports, and initiatives linked to the Administrative Core, NCCTS leadership and specific program needs. Includes the NCTSN Monthly Report to SAMHSA, the biweekly federal funding announcement, and more.

 

Supervision: (20%)

 

  • Plan and assign work, monitor projects/progress and provide training, coaching and performance assessments and feedback for designated employees. 
  • Plan, coordinate and administer assigned admin duties to include developing and implementing procedures, processes, services, and systems to ensure assignments are on track. Make operational decisions necessary for successful achievement of administrative team strategies and objectives.
  • Supervise and coordinate the work of the Administrative Core Project Coordinator, and other assigned staff as needed, by planning, assigning, and reviewing completed work for adherence to instructions or correctness.
  • Serve as a POC resource to provide administrative, financial and HR guidance for other Center administrative staff.
  • Recruit, hire and coordinate activities of Administrative Core and other NCCTS program staff, as needed, to assist in day-to-day events and other administrative support tasks.
  • Manage and coordinate NCCTS and ORR personnel activities to meet University and Institute objectives.
  • Serve as point person for the Administrative and Financial Senior Officer, the NCCTS and ORR Directors/Principal Investigators and other Senior Faculty and Staff across NCCTS and ORR.
  • Initiate, establish and maintain internal and/or external key stakeholder(s) relationships to the NCCTS and ORR, program initiatives and projects.

 

(5%) Perform other related duties incidental to the work described herein.

 

Preferred Education/Training:

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

 

Preferred Experience:

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

 

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

 

Skills:

  • Excellent organizational skills and impeccable attention to detail.
  • Knowledge of Duke accounting systems with a focus on Concur and managing expense reporting
  • Must be self-directed and able to take initiative.
  • Anticipate needs and proactively bring together appropriate people and resources to support the institute program activities.
  • Demonstrate proficiency in the use of a range of technological tools to perform various tasks. Examples include MS Word, Excel, and PowerPoint, Zoom, Qualtrics, Outlook, and Box.
  • Interact in a professional and efficient manner with all levels of leadership and staff in the division, institution, and external colleagues.
  • Demonstrate excellent communication skills, especially when working with leadership to prioritize administrative activities. This includes verbal skills and writing ability.

 

Application instructions and requirements:

Send a cover letter and résumé to: Tanya@duke.edu  

Please take the assessment on the Indeed job posting.

 

Salary is dependent on education and experience.

 

Affirmative Action/Equal Opportunity statement:

Duke University 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 also makes good-faith efforts to recruit, hire, and promote qualified women, minorities, individuals with disabilities, and veterans. Duke University is committed to the principles of excellence, fairness, and respect for all people. As part of this commitment, Duke actively values diversity in the workplace and seeks to take advantage of the rich backgrounds and abilities of everyone.

 

Position location: Remote/Duke University in Durham, NC.

Req #:

 

Minimum Qualifications

 

 

Education

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

 

Experience

 

Work requires three years of experience in program administration or OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

 

 

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. Ourcollective 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 DukeUniversity and Duke University Health System may include essential job 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.

 


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh