Program Coordinator

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.

The Department of Family Medicine and Community Health at Duke University School of Medicine is a diverse, robust, interdisciplinary academic department with programs focused on education and training, patient care and community health, consultations and collaborations, and research and scholarship. The Department consists of five interdependent divisions — Community Health, Family Medicine, Occupational and Environmental Medicine, PA Studies, and Student Health — sharing a mission to serve our patients, learners, communities, and each other in pursuit of better health for all.

Job Description

The Department of Family Medicine and Community Health is seeking a Program Coordinator to oversee programmatic and administrative activities, ensuring alignment with the overarching aims and objectives across various programs. This role supports goal alignment and programmatic growth within the Department’s Research and Scholarship Unit. The coordinator will work with faculty, senior staff, trainees, and other key stakeholders in support of pre- and post-award grant administration, as well as department-funded programs and initiatives related to research, scholarships, and training and education. Responsibilities include preparing checklists, timelines, and institutional data for new, competing, and non-competing renewal grant applications, and coordinating meetings with Principal Investigators and support staff to ensure timely submissions. This role involves managing a diverse portfolio that includes educational and community programs, research projects, and activities within the Clinical Research Unit. The department is active in research and scholarship in areas such as chronic disease epidemiology, community-based interventions, occupational and global health, medical and healthcare education, and health policy, services, and workforce development research.

(25%) Program Management: Planning, Coordination, and Training

• Make programmatic decisions, coordinate, and administer various activities within assigned research and scholarship programs, ensuring all operations align with departmental goals.
• Organize meetings related to specific program responsibilities for other Principal Investigators and Senior Staff, including preparing agendas in consultation and preparing all necessary communications.
• Coordinate and convene regular meetings for various research and scholarship initiatives, ensuring all necessary participants are informed and engaged.
• Onboard new personnel, coordinating with IT and other departments to ensure access to necessary resources and compliance with training requirements.
• Train and manage others on the administrative processes developed for effective program administration systems.
  
  

(30%) Program Budgeting and Event and Large Seminar Coordination

• Independently schedule, conceptualize and manage annual events and seminars aligned with organizational goals, including conceptualization, attendee organization, venue selection, monitoring event budgets, coordinating promotional activities, and strategizing improvements based on comprehensive event evaluations.
• Make operational and programmatic decisions for site visits, seminars, and community events, related to various initiatives, including budget for and coordination of programmatic activities.
• Manage the creation and distribution of promotional materials for events and programs associated with research, scholarship, education, and faculty development, enhancing engagement and visibility.
  
  

(15%) Program Liaison and External Collaboration

• Maintain liaison with other programs, offices, and departments at Duke to coordinate program business and accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
• Act as a primary liaison for research, scholarship, and training programs, managing application and review processes, and providing ongoing participant support.
  
  

(20%) Program Administrative Leadership

• Develop protocols and standards for program activities and objectives while providing administrative support to research, scholarship, education, and faculty development programs.
• Support the Vice Chair of Education by managing administrative processes for CME application and disclosure compliance, and assist with grand rounds and other related activities.
• Generate and submit complex academic and professional documentation for the Vice Chair of Research and the Vice Chair of Education and Faculty Development, including complex compliance reports.
  
  

(10%) Department Leadership

• Influence and manage project processes within the research and scholarship areas, including resources and finances.
• Attend and contribute to meetings with departmental leadership, providing updates and feedback on project status and strategic direction.
• Lead continuous improvement efforts investigate trends, and recommend and implement modifications to improve program effectiveness.
• Communicates changes in and/or provides clarification for Duke administrative policies related to research, scholarship, and programs.
• Provide leadership to staff, recommending personnel actions such as hiring, performance evaluations, transfer, and managing vacation schedules.
  
  

Skills

• Proficiency in Microsoft Office and experience with web content.
• Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
• Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.
  
  

Minimum Qualifications

Education

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires one year 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.

Job Code: 00002321 PROGRAM COORD

Job Level: 10

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.