Project Coordinator (Admin Core) Psychiatry-NCCTS Child Division

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.

PROJECT COORDINATOR 

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 NCCTS Project 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 stakeholders. Please note that the NCCTS does not provide direct clinical services to children and families. This position (NCCTS Project Coordinator), located at Duke University in Durham, NC, includes a combination of remote and on-site work.

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.

The NCCTS Project Coordinator is based in the NCCTS Administration & Finance team and supports the NCCTS-Duke Deputy Director. This position is supervised by the Administrative Core Senior Program Coordinator. This position will:

ADMINISTRATIVE SUPPORT (35%)

• Develop and implement a support framework for the NCCTS Deputy Director for NCTSN and Center-wide relations.
• Create a process for scheduling meetings, assist with time management, and maintain calendars. Coordinate complex scheduling, across multiple time zones.
• Coordinate meeting essentials such as agendas, meeting minutes, and track items for follow up.
• Coordinate conference and network travel.
• Assist the Deputy Director by coordinating logistics and preparing materials (e.g., slides, handouts, etc.) for special presentations and other events (e.g., All-Network Conference, Advisory Board).
• Create and maintain processes for coordination and management of project timelines and meetings, group collaborations, and other events for the NCCTS-Duke Deputy Director and Administrative Core.
• Assesses and evaluates process measures for planning and implementing scheduling and time management, for the Deputy Director, Administrative Core, and cross-team (UCLA and Duke NCCTS staff) calendar coordination initiatives.
• Coordinate registrations, travel, and events for the NCCTS-Duke Deputy Director and Administrative Core.

FINANCIAL MANAGEMENT (35%)

• Process financial forms, using the Concur and Buy@Duke systems, for NCCTS and Office of Refugee Resettlement (ORR) faculty, staff, and consultants (Accounts Payable check requests, purchase orders, vendor expenses, miscellaneous reimbursements, and procurement card clearing) and review financial statements.
• Provide staff support and guidance for Concur and procurement card management.
• Provide invoice tracking (consultants, subcontracts, vendors, etc.) as part of monthly financial reconciliation.
• Coordinate and manage consultant correspondence.  Track and record financial documentation.

OFFICE MANAGEMENT & OPERATIONS (15%)

• Plan and execute operational decisions based on knowledge of Deputy Director’s primary projects and overall administrative core initiatives.
• Plan, coordinate, and administer activities across NCCTS-Duke operational, administrative, financial, educational, and programmatic activities.
• Coordinate participation in various network meetings, senior leadership, and departmental and division leadership, human resources, and research administration personnel.
• Captures, assigns, and monitors completion of key action items for the Administrative Core and Deputy Director’s goals, special projects and initiatives.
• Assesses and evaluates process measures to provide project related and administrative recommendations.
• Manage North Pavilion offices, conference spaces and NCCTS breakroom; manage maintenance requests and follow up on service requests.  Manage North Pavilion badge access.
• Order office and programming supplies and maintain supply inventory. Oversee organization of office supplies and resources.

COMMUNICATIONS (15%)

• Primary point of contact for administrative team general inbox.
• Create and maintain relationships with NCCTS Staff, NCTSN members, and leaders in the greater child trauma field.
• Interface with NCCTS finance and administration.
• Coordinate participation in various network meetings, center-wide groups, and NCTSN initiatives, for the Administrative Core and Deputy Director.
• Plan and execute regular day-to-day communications related to the Deputy Director's projects status, goals, and operations.
• Partner with NCCTS-Duke Deputy Director to create and maintain relationships with NCCTS staff, NCTSN members, and leaders in the greater child trauma field; provide recommendations, track, report progress, and identify opportunities and barriers, in order to provide recommendations and to manage project and team goals.
• Coordinate, track, and manage administrative and financial needs related to multiple Duke requirements for management of faculty and staff reporting, compliance and training requirements, certifications, etc. Assess and evaluate process measures to provide improvement recommendations for administrative and financial process improvements.

Preferred Skills and Competencies

• Excellent written, verbal, and interpersonal skills, including a friendly, professional interaction style is required. Excellent customer service skills.
• Experience with program coordination, event planning, and support.
• Demonstrated effectiveness in working within team environments. 
• Maturity and good judgment/decision making are essential to the position particularly in relation to handling crisis related calls and confidential materials.
• Skills relevant to achieving successful relationships with department administrative and IT staff, as well as NCCTS faculty and staff. 
• Knowledge of SAP/Duke@Work and Duke University financial practices and policy. 
• Excellent organizational skills, including ability to multitask and prioritize, are needed.
• Fluency with office productivity applications (including Microsoft Teams), database management, and web tools.
• Understanding of appropriate financial practices in a university setting.
• Understanding of university privacy regulations and ability to appropriately maintain that information.
• Ability to lift 25 lbs. or more

Minimum Qualifications

Education/Training

Bachelor’s degree in a related field (e.g., mental health, social work, public health, health care administration, education) and knowledge of child traumatic stress preferred. Work requires five years of experience in program administration in a related field to acquire skills necessary to plan, coordinate, and implement a variety of program activities and events.

Work requires: excellent communication and writing skills; high-level administrative and coordination skills; general knowledge of project management and support of project teams; experience scheduling meetings over multiple time zones; working with multiple stakeholders and contributors. Academic or professional experience in child mental health/trauma preferred.

Salary is dependent on education and experience.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunities 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.

Application instructions and requirements:

Submit application via the Duke HR website:  https://careers.duke.edu/

Please also send a cover letter and résumé to: Debra.Fincham@Duke.edu.

Applications that do not include both a cover letter and résumé are incomplete and will not be considered.

Position location: Duke University in Durham, NC. (This position will be a combination of remote and on-site.)

Minimum Qualifications

Education

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

Experience

Work requires a general knowledge of research methods, procedures and OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience. activities normally acquired through 1 year of social science research

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 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.