Program Coordinator - HYBRID

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.

Program Coordinator – HYBRID

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.
Department of Population Health Sciences

To embody Duke’s longstanding vision of improving population health and create a transdisciplinary setting for research and education, the University’s Board of Trustees approved the Department of Population Health Sciences in the School of Medicine in May 2017. The department’s creation brought together faculty and operational staff in behavioral science, epidemiology, health economics, health services research and policy, and implementation science. The department includes 48 faculty members, 48 scholars with secondary appointments, and a staff of 67. The current student body is comprised of 19 MS students, and 18 doctoral students. Each year approximately 20-25 new students (around 15 MS and 6 PhD) are anticipated to join the department.

Occupational Summary

Responsible for providing day-to-day programmatic support for the DPHS educational team. In this role, the program coordinator supplies administrative services that bolster and enhance student success efforts within the department. Assists with scheduling and executing activities such as applicant interviews, recruitment efforts, and admissions events. This position reports to the Assistant Director.

Specific Responsibilities: 

Current and new student support (50%)

-    Coordinate with DPHS operations staff to ensure student access to department resources and technology (including the network, laptops, and printers), as well as shared reservable spaces.
-    Maintain student and faculty handbooks, as well as online informational resources, to ensure currency and accuracy.
-    Provide logistical support for departmental events (such as graduation celebrations)
-    Serve as backup timecard approver for all student RA positions and assist with HR paperwork as needed.
-    Schedule DPHS class schedules each semester via Outlook calendaring. Create Zoom meetings in conjunction with courses.
-    Assist with data collection from incoming students in order to facilitate DukeCard and transponder distribution, student profiles creation, etc.

Recruitment and prospective student support (25%)

-    Support admissions efforts throughout the year, via responses to prospective inquiries.
-    During peak admissions season, provide reviewer and ambassador access to applicant materials, help schedule interviews, and support Admitted Students Day.
-    Assist with administration of monthly DPHS Virtual Information Sessions for prospective students, hosted by faculty.
-    Help staff and provision recruitment events by maintaining inventory of promotional materials, assisting with staffing tables and distributing information to prospective students.

Education Team administration (25%)

-    Provide logistical and administrative support for Summer Institute.
-    Maintain records for and facilitate outreach to DPHS student alumni.
-    Follows or develops SOPs to assist in documenting and maintaining documentation.
-    Other duties as assigned.

Preferred Qualifications: Experience providing administrative support within an academic department is strongly preferred. The ideal candidate will possess meticulous attention to detail in recordkeeping and communications. Experience with project management and event planning are highly desirable. Must exhibit excellent organizational skills, which allow the ability to juggle multiple and competing priorities and timelines. The program coordinator should be self-motivated, willing to take initiative, and able to complete work independently as well as in conjunction with a team. The ability to ask questions and be proactive in communicating concerns is a must.

The Department of Population Health Sciences 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.

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

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.

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.