Program Coord, 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

The Department of Population HealthSciences at Duke University School of Medicine in collaboration with the DukeCancer Institute invites applications for a collaborative, dynamic and results-driven Program Coordinator to support the Research to Eliminate GlobAL CancerDisparities (REG AL) research program at the Department of Population HealthSciences and Community Outreach, Engagement, and Equity program at the DukeCancer Institute. Our program utilizes theoretical frameworks and methods from social and molecular epidemiology to investigate health disparities across the cancer prevention continuum in the US and abroad. Ongoing projects involve collaborative studies to generate scientific evidence aimed at understanding and addressing the fundamental causes of cancer disparities. The Program Coordinator will work with the PI, Program Leaders of both teams, scholars, and trainees to plan, coordinate and administer activities within cancer disparities program areas; develop, coordinate, and advise on policy related to the program.

Work Performed

Program Coordination (45%)

• Serve as the primary point of contact for about 15 team members from the REGAL research team and COEE team including principal investigator, research staff, trainees, and students. S/He will also be a primary point of contact for external collaborators and stakeholders.
• Plan, coordinate and administer activities of the program to include developing and implementing procedures, processes, services, and systems; train employees in proper methods and procedures and ensure correctness of work, ensure accurate and updated documentation of all study activities.
• Identify and recommend changes to improve program effectiveness. Plan and implement approved changes.
• Coordinate volunteer resources to improve health.
• Coordinate public relation activities including conceptualizing and writing promotional materials.
• ·Independently develop timelines and action items for day-to-day research program activities such as study implementation efforts, data collection efforts, event management.
• Update team website with latest publications, activities, research findings, community engagement activities, etc.; create and disseminate project updates via newsletters, flyers, website updates, to appropriate internal and external stakeholders.
• Coordinate research program’s logistics, including partnering with US and foreign sites for study supplies tracking and ordering, biospecimen transfer and cataloging, laboratory sample transfer and documentation.

Staff support (25%)

• Serve as the administrative coordinator to the PI, managing highly complex calendar, meetings, travel, and logistics across three teams at Duke Cancer Institute and Department of Population Health Sciences. Partner with other support staff to ensure critical meetings are scheduled and program objectives are met.
• Coordinate and schedule interviews, events, and meetings
• Manage complex coordination and documentation(such as publications, CV/biosketches, trainee/mentee progress updates, progress reports, PowerPoint presentations,etc) and file management (access control, storage, organization, etc for Box, PACE, P-drive, and Duke Computing folders across multiple projects).
• Assist with onboarding of all new hires to include staff and interns. Assist with offboarding activities as well.
• Organize team meetings, agendas, set up web conferencing, record, maintain, and share meeting notes and serve as a staff point person for meetings among stakeholders for several research projects.
• Inventory, maintain and order office supplies.

SpecialEvent Management (20%)

• Coordinate 3-4 community outreach events and other related programs; develop and coordinate new ideas and concepts for program themes, materials, and resources to supplement, expand existing program components.
• Planning and executing quarterly team building, professional development activities, stakeholder engagement and social events. Create agendas, identify, and confirm speakers, independently identify and reserve appropriate resources for the event. Oversee A/Vandcatering arrangements. Collate presentations for the speakers and other participants. Collaborate with AV staff to ensure smooth transitions among presenters.
• Develop and monitor registration systems, including providing travel and hotel accommodations as necessary. Coordinate dissemination activities to include conceptualizing and writing newsletters, promotional materials, publications, press releases, ads, and fliers. Develop plans and schedules for release of publicity materials. Develop and disseminate event materials and collect evaluation metrics for all events.

Financial Management (10%)

• Prepare budgets for special events, negotiate prices, organize contracts with vendors or venues, and serve as the point of contact for Duke.
• Reconcile expenses and reports and grant manager final expenditures. Ensure expenses are appropriately coded to the correct funding sources.
• Assist PI, scholars, and trainees with obtaining prior approval for project-related expenses and travel. Support the arrangements for procuring supplies, and equipment, as well as travel, including accommodations and airfare.
• Collaborate with finance team for documentation and expense reporting for PI’s and assigned leaders ‘activities.
• Create and maintain financial records per institutional guidelines.
• Monitor and reconcile budgeted funds; provide reports as requested.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of allies responsibilities and duties required of personnel so classified.

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.

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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.