Program Coordinator, Senior

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

Responsible for all program activities associated with the Cancer Center Supporting Grant [CCSG] for the Duke Cancer Institute [DCI] which are assigned.  Program activities include, among other things, organizing events, assisting with the editing and assembling of the CCSG application, document production, managing timelines, and reporting. 

Work Preformed

Research Program Management – 65% Effort

Responsibilities listed below are with direction from/in collaboration with DCI Research Program Leaders. 

• Assist in the development and implementation of program-level standard operating procedures [SOPs]

• Develop and implement a tracking system for program activities including centralized calendar, communications and document repository

• Administer DCI membership application and approval process

• Conduct annual membership review and quarterly member publication attestations

• Coordinate the annual strategic planning meeting for each programmatic area

• Coordinate programmatic presentations at internal and external committee meetings; create and distribute the presentation templates, provide program metrics, and ensure timely preparation of meeting documents and communications (ex. slides, agenda, meeting minutes, etc.)

• Complete application requirements to Duke Continuing Education for continuing education (CE) credits as applicable for program seminars, retreats, etc.

• Coordinate the programmatic sections for the CCSG progress reports and renewals; create grant document templates, generate and distribute program metric reports and ensure timely submissions

• Generate and distribute reports of programs' metrics required for DCI Senior Leadership review

Research Funding Awards – 10% Effort

• Assist with the application process for the DCI Pilot Programs and other funding awards

• Assist with the writing and distribution of pilot program announcements

• Assist with pilot application review process and timeline; coordinate and track the submitted proposals, coordinate review of applications and notify applicants of review outcomes

• Assist with tracking of awards and outcomes; communicate outcomes and progress reports to appropriate DCI Research Program Leaders

• Assist with generating and distributing pilot award reports (including outcomes) required for DCI Senior Leadership review

• Assist, as needed, with quarterly member funding review (ie. Data Table 2)

Events – 10% Effort

• Manage and coordinate meetings and events, including retreats, symposiums and external advisory committee meetings.

• Research, select and negotiate contracts for events including venues, catering and audio visual

• Create and distribute agenda, presentation templates and other event materials including advertisements

• Manage the meeting registration process and abstract solicitations (if applicable)

• Coordinate travel for speakers and attendees

Communicate –10% Effort

• Serve as the primary liaison with DCI Research Program Leaders and Members; collaborate and communicate with staff, faculty, and colleagues as required

• Communicate concerns clearly in a professional manner; respond timely to emails, phone calls and questions

• Be proactive, present ideas for improvements and efficiencies; actively participate in meetings

• Refer complex questions and escalate issues to others as appropriate

Finance – 5% Effort

• Create and initiate budgets for meetings and events; manage expenses within the budgets and generate financial reports

• Process payments and reimbursements

And 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

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.

Preferences

The preferred candidate will have experience in event and program coordination in an academic setting.  Must be detail oriented, organized, excellent communication and project management skills with ability to prioritize multiple projects.

Job Code: 00002901 PROGRAM COORD, SENIOR
Job Level: 11

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