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.
Occupational Summary:
Plan, coordinate and administer activities within assigned research education programs within the Duke Aging Center; develop, coordinate and advise on policy related to assigned major programs.
The Senior Program Coordinator will coordinate and oversee programmatic and administrative activities to meet overarching aims and objectives across various programs; Work with faculty, trainees and other key stakeholders in support of pre- and post-award administration of NIH-funded institutional grants related to training and education; Prepare checklists, timelines, and institutional data needed for new, competing and non-competing renewal grant applications, and coordinates meetings with PIs and support staff to ensure timely submission.
Strongly Preferred Skills:
The ideal candidate will possess:
•Strong skills in both communication and program coordination, demonstrating the ability to plan and prioritize workload to meet deadlines
•Demonstrated flexibility and willingness to acquire new skills
•Skills evaluating program performance, summarizing findings, analyzing results to identify strengths and weaknesses and alternative solutions to problems, and forming an action plan
•Demonstrated experience working with trainees from diverse backgrounds and fostering an environment that promotes a sense of belonging and inclusion
•Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources
•Working knowledge of NIH grant requirements, including training and career development grants and the lifecycle of federal grants
•Familiarity with eRA Commons to include progress report preparation (RPPR) and xTrain functionality
•Ability to communicate any changes in and/or provide clarification for NIH policies related to T32, R25, etc. programs. Intermediate or advanced use of standard Microsoft Office products needed
Work Performed:
This position will work closely with the Program Director(s) in the development and administration of activities and programs. The Sr. Program Coordinator will interact with other Duke faculty, staff, and administrators within the School of Medicine related areas to ensure coordination and synergy of efforts between various offices, programs, and initiatives.
Primary responsibilities include:
(70%) Make operational and programmatic decisions that have a significant impact on the successful achievement of program strategies and objectives; develop, coordinate and advise staff regarding program policy for major educational grants such as the R25 Research Education Program and the T32 Postdoctoral Training grant. This position will work closely with the grants team to ensure that the programs are managed to meet grant compliance requirements, for example managing the complexity of compensatory and non-compensatory payrolls which starts with the offer letter language, includes navigating the hire process to ensure SOM policies and approvals are obtained and ensuring that hire dates, compensatory payroll and non-compensatory payroll are processed correctly and compliant with the grant requirements. Throughout the life of the grant and the life of the postdoc appointment, this position will monitor and ensure hiring, financial expenditures, payroll, travel, and procurement related to the programs follow grant compliance guidelines.
Tracks and processes trainee appointment, reappointment and termination through the NIH system working closely with RASR and other institutional offices. Coordinate and advertise training program events, track trainee newsletters, coordination participation, and assist with preparation of reports on training activities and outcomes.
Monitor and evaluate program effectiveness using qualitative and quantitative research techniques; investigate trends, and recommend and implement modifications to improve program effectiveness. This position will track the educational objectives and training objectives for the Aging Center's educational grants such as the R25, T32 and other major programs as assigned.
Plan, coordinate and administer activities of assigned programs to include developing and implementing procedures, processes, services and systems; train employees in proper methods and procedures and ensure correctness of work.
Supervise and train lower level employees such as program coordinators and/or research assistants (additional staff as assigned) to ensure the program requirements such as educational travel, seminars, etc. are administered according to grant compliance rules and Duke policies.
Budget for, and coordinate, seminars, community events and other related program activities; develop and coordinate new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components.
Communicates changes in and/or provides clarification for NIH policies related to T32, R25, etc. programs.
(10%) Coordinate recruitment of trainees into research education programs to include conceptualizing and writing promotional materials, publications, press releases, ads and fliers. Develop plans and schedules for release of recruitment materials.
(10%) Provide staff leadership. Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions, transfers and vacation schedules.
(5%) Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
(5%) Perform other related duties incidental to the work described herein.
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 all responsibilities and duties required of personnel so classified.
The Duke Aging Center aspires to create a community built on collaboration, innovation, creativity, equity, and inclusivity of others without biases or prejudice of any kind. Our collective success depends on a robust exchange of ideas - an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, we are committed to diversity in the staff and faculty we hire, the policies we create, and the decisions we make.
Required Qualifications at this Level
Education/Training: 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 involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Job Code: 00002901 PROGRAM COORD, SENIOR
Job Level: 11
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.