PROGRAM COORD, SENIOR
School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nations top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.
Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
Responsible for management of program activities associated with the Duke Cancer Institutes [DCI] Cancer Center Support Grant [CCSG] and strategic initiatives for the assigned leaders. Program activities include financial, event planning, and collaboration on the CCSG.
- Collaborate with the DCI and SOM Finance teams on effort, rate sheets, and budget requests. Attend planning sessions with the Shared Resource Directors [currently 21] to complete yearly operating budgets.
- Monitor the Shared Resources expenses to ensure spending is compliant with NCI guidelines.
- Collaborate with Shared Resource Directors to complete all monthly billing through CoreResearch@Duke and assist in maintaining reportable financial data for budget preparation and funding requests.
- Attend SOM Quarterly Shared Resource Administration meetings
- Point of contact for HR issues related to the DCI owned Shared Resources
- Collect and curate Shared Resource usage and budget data on a quarterly basis, ensure data is regularly entered into management tools and generate reports for internal discussions.
- Manage annual shared resource user survey and report on results.
- Attend, assist and prepare Shared Resource posters for DCI events, such as the annual External Scientific Advisory Committee (ESAC) meeting, the annual Scientific Retreat, the annual Consortium for Canine Comparative Oncology (C3O) Symposium, and the CCSG Competing Renewal Site Visit
- SOM point of contact for the Shared Resources requirements and endeavors
Shared Resource Oversight Committee
- Prepare meeting materials, including agendas, minutes and slide presentations, for the monthly Shared Resource Oversight Committee (SROC) meetings; assist Shared Resource leaders in preparation of presentation at bimonthly DCI Executive Committee meeting
- Coordinate annual strategic planning meetings for each Shared Resource, including preparation of meeting materials, tracking needs assessments and following up on action items
- Coordinate applications for shared resource developmental funds, including scheduling presentation at SROC meeting, coordinate SROC review of applications, provide reporting documents to senior leadership for final funding decisions
- Preparation of all documentation and materials for review by Committee on an annual basis of all 21 shared resources
Data Table 2 (DT2)
- Manage DT2 for the CCSG competing and non-competing renewals, by tracking and collecting data on all cancer-related grants and contracts including those in no-cost extensions and reporting all data quarterly
- Responsible for all DT2 data for submission to NCI in order to comply with all NCI requirements, and maintaining data. Create reporting metrics and presentations for information entered into DT2.
- Conduct quality assurance checks across multiple systems, including SPS and SAP, identify and address conflicting or missing data.
- Analyze data and create reports to identify trends
- Point of contact for the NCI and the NIH on DT2 submissions
- Assist with the creation, editing and coordination of presentations for the annual ESAC meeting and Site Visit; update websites.
- Responsible for presenting administrative processes for DCI Shared Resources during the Administrative Session of the site visit
- Coordinate the shared resource component of CCSG including editing and rewriting of the Shared Resource sections to ensure consistency in the submission
- Manage metrics for the Shared Resource sections of the CCSG
- Assist with upload and entering of data for all components for CCSG into the NIH portal.
- Primary lead for Comparative Oncology Research Consortium (CORC) on behalf of DCI as the lead administrative site. Request and track annual dues for consortium members.
- Coordinating meetings for CORC Steering Committee and CORC Leadership, including producing reports and documents, maintain agendas and presentation materials; follow up on all action items
- Primary lead for CORC website design and implementation
- Assist with employee engagement, town halls and staff appreciation
- Point person for space and responsible for accurately updating web-central
Know and follow policies, standard operating procedures (SOPs), regulations and protocol requirements that govern clinical research. Maintain Duke and project specific training and certification requirements.
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.
The intent of this job description is to be representative of the level and the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities.
The preferred candidate will have high-level administrative experience in an academic setting.
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
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.
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 ideasan 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.