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Project Coordinator - Psychiatry Child, Family & Community Division

Work Arrangement: 
Requisition Number:  188208
Regular or Temporary:  Regular

Durham, NC, US, 27710

Personnel Area:  MEDICAL CENTER
Date:  Sep 17, 2022
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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.





Provides administrative and coordination leadership of activities across the three missions – clinical, research and education – in the Division of Child and Family Mental Health and Community Psychiatry.


Works closely with Division leadership and administrative team to ensure progress toward Division goals, support responsiveness to staff and faculty needs, and instill a culture of civility, professionalism, equity and mutual respect in the Division.


Tasks may include but are not limited to the following activities:


. Operations and Communications

· Assists in the execution of processes, policies, and operational decisions

· Plan and implement programs that are aligned with Divisional strategic goals, including Diversity, Equity, and Inclusion initiatives and trainings

· Maintains up-to-date management and procedural manuals, directives and related records

· Interprets new directives, policies and regulations and informs appropriate personnel of changes

· Schedules meetings with Division faculty staff to ensure compliance with policy and programs

· Involved with resource and space planning, recruitment, faculty promotions and training

· Works with Division Directors on developing and maintaining a Departmental Division website

· Maintains IPMH Website and social media presence for Facebook and Twitter

· Assists in preparing complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data

· Supports Division Directors on business operations and strategic planning

· Develops and maintains relevant information systems, data and reports to support the Division’s business operations

· Serves as the front-line person with responsibility for coordinating all activities and information flow to Division Faculty

· Works with HR director on faculty issues regarding loss of funding for faculty/equity issues

· Coordinates the annual faculty review process. Schedules the reviews and processes, collects, collates and documents materials for the review.

· Manages regular Division meetings, including schedule coordination, slide show presentation, meeting facilitation, agenda development, and meeting reports

· Assists Division Directors in review and approval of forms completed by division faculty, including information on training/research, compliance, and reappointments

· Coordinate Departmental activities and special projects, which may include conferences, faculty retirements, job fairs, and events

o Daily office management and administrative tasks

· First point of contact for correspondence and phone calls, managing calendars, and organizing meetings and appointments for the Division Directors

· Coordinates the annual faculty review process. Organizes the reviews and processes, collects, collates and documents materials for submission to the Chair’s office

· Proofreads documents and maintains physical and computerized files

· Inventories supplies and reorders accordingly

· Updates room calendars per meeting requests and maintains interface with Department personnel to coordinate operational activities and ensure adequate space and facilities

· Maintains Sympa lists based on faculty and staff departures and hires

· Develops and maintains slideshows, business cards, presentations, and other materials as needed

· Organizes and maintains divisional or departmental files of records, reports and correspondence required for reference and efficient operation of Division or Department

· Tracks and maintains time off requests for faculty and staff

o Faculty Recruitment

· Serves as first point of contact for prospective faculty recruit during interview coordination process and remains primary point of contact for faculty candidate throughout the interview

· Finalizes interview itinerary for faculty recruit

· Works with the Division Directors and prospective faculty on requirements for new appointments and promotions in the Division

· Obtains new faculty appointment letter specifying appropriate title, salary, start date, source(s) of funding; letters of recommendation, CV, and proof of education

· If position involves clinical activities, review and submission of application packet for credentialing with new recruit

o Finance

· Assists in communications with Grant Administrator about all grants and contracts

· Collaborates in tracking faculty effort and funding

· Serves as Concur administrator for the Division Directors and other Division faculty as required to manage reimbursements and corporate card clearing

o Credentialing

· Works regularly with the departmental credentialing and DUHS committee member to process credentialing (new, renewal, level changes, FPPE, and OPPE)

· Coordinates communication about credentialing policies and procedures

· Ensures compliance of Division Faculty: Includes updated credentials, PDC documents, research compliance training and other requirements



Required Qualifications at this Level

Minimum Qualifications




Work requires communication and analytical skills normally acquired through a 4 year college education.




Work requires a general knowledge of research methods, procedures and experience. activities normally acquired through 1 year of social science research 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.


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh