ADMINISTRATIVE COORD

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.

Occupational Summary

The Duke University School of Medicine Department of Cell Biology is seeking an Administrative Coordinator to assist the department in administration of department operating procedures, research and academic programs as well as manage faculty appointments tenure and promotions processes.

Work Performed

• Manage and maintain financial records of Chair’s office, Chair’s research laboratory and department programs and initiatives. Develop protocols and procedures. Establish budget needs, secure financial support/funding, manage budget, identify and resolve variances. Develop process improvement plans. Effectively administer, develop and monitor contracts with outside vendors/consultants. Prepare operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions. Inform appropriate staff members of financial state of various projects including budgets for special events. Reconcile transactions to the financial report monthly.  Coordinate reimbursements and tracking of the Chair’s expenses.
• Coordinate departmental activities. Plan and schedule work priorities in accordance with departmental goals and objectives and deadlines. Advise Chair on the status of current activities, program requirements and appropriate recommendations for solution to problems. Participate in planning sessions with administration and faculty; advise on details relating to operations. Manage, plan and coordinate arrangements for special programs such as faculty recruitments, consultants, speaker series, to include inviting appropriate speakers or other participants, arranging schedules, facilities, and publicity and ensuring necessary financial arrangements. Ensure all materials needed for these meetings are complete, organized, and provided to the Chair and all others involved, as appropriate.
• Manage complex calendars, prepare materials for meetings, coordinate Chair’s travel for meetings. Schedule/Coordinate departmental meetings, conferences, Zoom meetings, calls, etc., developing daily calendar and coordinating with other participating schedules. Maintain liaison with sponsors/contributors, visitors and speakers regarding implementation.
• Manage Chair communications with a variety of constituents; independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data. Communicate with students, faculty and administrative staff, ensuring that priority information is provided to Chair in a timely manner.
• Work closely with Center Directors, departmental CAO and the administrative staff of each of the aligned laboratories in other departments to oversee the coordination of the research, recruiting, teaching, and funding missions of Departmental Centers. Plan, coordinate, and oversee functions and events with internal/external constituents. Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the Chair in accordance with Departmental Center precedents and policies.
• Investigate methods for improving departmental process that may include developing a procedures manual and mechanizing operations. Orient and train departmental employees on processes. Coordinate departmental compliance activities, including training.  Monitor and report compliance information to ensure faculty, postdocs, students and staff meet institutional and regulatory requirements.  Assist with the development, initiation, maintenance and revisions of procedures and documents related to compliance issues.  Using independent judgment, complete special projects as assigned. Represent the Department professionally within and external to the university. Oversee, if applicable, clerical administrative staff.
• Manage APT Activities- Responsible for processing all faculty and research appointments, promotions and renewals and evaluations for the department.  Advise the department Chair, Departmental APT Committee, and faculty on proper appointment, promotion, credentials, and procedures. Understand and assure departmental compliance with Duke Faculty Handbook policies and procedures to meet proper operating guidelines for recruitment. Assist with drafting and processing new faculty offer materials, and keep Chair and Business Manager informed of plans, progress and issues.
• Schedule annual all evaluations for faculty in accordance with School of Medicine and University guidelines.  Collect information and maintain departmental copy of completed forms for each faculty.  Enter data in dFAC within deadlines.
• Perform other related duties incidental to the work described herein.

Preferred Skills & Competencies

• Excellent organizational skills and impeccable attention to detail.
• Excellent interpersonal skills, especially in clarifying policies and procedures with colleagues across the University.
• Ability to manage confidential information.
• Excellent written and verbal communication skills.
• Confidence in multi-tasking and navigating across a matrixed reporting structure.

Work requires a general business background generally equivalent to a bachelor's degree in abusiness related field.

Work requires 2 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years 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.