OPERATIONS COORDINATOR, DUKE-MARGOLIS CENTER (Durham, NC, US, 27710)
Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
Position Title: Operations Coordinator
The Robert J. Margolis, MD, Center for Health Policy at Duke University seeks to address critical health policy challenges and deliver practical, innovative, and evidence-based solutions to improve health, health equity and the value of health care. The interdisciplinary nature of Duke-Margolis brings together faculty and students from across Duke’s schools and departments and fosters extensive relationships with stakeholders, both internal and external. These relationships span foundations, private sector organizations, state and federal governments, and global entities. The Center fosters excellence, leadership, and scholarship at every level.
The Operations Coordinator serves as a right hand to the Duke-Margolis Center for Health Policy’s Director of Operations and is an integral part of the Center team, partnering with executive leadership to operationalize priorities and leading administrative operations so that senior staff can devote maximum time to health policy endeavors. The Operations Coordinator also serves as a liaison to the Provost’s Office, Finance and Administration, Development, Communications, and other partners. This role is essential to the day-to-day operations of Duke-Margolis, which has offices in both Washington, DC and Durham, North Carolina, as well as remote personnel.
The Operations Coordinator works closely with the Center’s Human Resources Manager, as many activities require carefully coordinated hand off between the two functions. Excellent writing, problem-solving, organizational, and follow-through skills are essential to this role.
This is a full-time position that will require at least 1-2 days of in-person work per week. To be considered, please include a cover letter with your application.
Employee Experience (30%)
- The Operations Coordinator picks up where the Human Resources portion of new hire onboarding ends. The Operations Coordinator ensures that building access is in place, space is assigned, and keys are issued. They will work with new hires to ensure they have appropriate equipment and system and software access.
- Similarly, the Operations Coordinator assists with the off-boarding of departing employees. They will work with managers and others engaged in personnel resourcing decisions to determine appropriate end dates, re-hire needs, and ensure that all of this information is conveyed promptly to the Human Resources Manager. They will ensure that any assigned equipment is returned and that building and systems permissions are appropriately ended.
- The Operations Coordinator liaises between supervising managers and the Human Resources Manager to ensure that all employees are well poised for success. They will work with supervising managers to make sure technology needs are met, remote work agreements are thoughtfully executed, and will maintain budgets and allowances for professional development.
Administrative Leadership (60%)
- The Operations Coordinator is the first person Duke-Margolis staff will contact when they have a “how do I…” question and don’t know where to start.
- Convenes and sets agenda for weekly senior staff operational meetings.
- Assists in coordination of board events, advisory committees, and distinguished visitors.
- Develops and maintains Center-specific policies and operating procedures that supplement Duke Guidance, as well as procedures and process documents to guide project teams in research activities.
- In collaboration with the HR Manager and Center leadership, develops and maintains Duke-Margolis employee handbook and associated intranet content using technology tools (e.g., SmartSheet) to provide clear access to policies, procedures, and key resource material that supports efficient employee access to information and workflow efficiency in a hybrid in-person/remote environment.
- Collaborates with Center leadership and senior team members to understand institutional and operational data needs and use. Develops new approaches and recommends enhancements to improve reporting clarity and accuracy. Maintains metrics and performance measures to provide accurate and timely reporting in support of Duke-Margolis operations and strategic decision making.
- Tracks and reports strategic and annual planning deliverables at appropriate intervals, recommending corrective actions to supervisor as appropriate.
- Supervises administrative staff in more junior roles.
- Makes funding recommendations for expenses that span multiple sources.
- Recommends, vets, and consults with senior leadership on major expenditures.
General Office Responsibilities (10%)
- Manages and maintains office equipment and associated inventories; liaises with IT support units to ensure sufficient technology supplies are maintained (laptops, etc) and project purchase needs for budgetary and financial planning.
- Serves as liaison to JB Duke and Fuqua contacts for space and general administration.
- Manages and assigns physical space; updates assigned space in WebCentral.
Perform other related duties incidental to the work herein described.
- Proficiency with Microsoft Office and Zoom; familiarity with Smartsheet collaborative software preferred. Capacity to learn new software programs and technology tools as needed.
- Professional and resourceful with strong interpersonal skills and the ability to communicate effectively to a varied audiences; exhibits initiative, discretion, flexibility, and thoughtful judgment
- Excellent organizational skills, attention to detail, and follow-through
- Ability to identify and critically assess relevant information to draw conclusions and recommend courses of action
- Ability to manage multiple and, at times, competing priorities
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Work requires analytical, communications and organizational skills generally acquired through completion of an Associate's degree program.
Work requires three years of relevant experience. 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.