OPERATIONS COORDINATOR

Duke University:

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.

The Superfund Research Center (SRC) at Duke University’s Nicholas School of the Environment includes five research projects and five support cores. In addition to the objectives of each project and core, an overarching goal of the SRC is to foster the further development of synergistic interactions among Center Investigators, their laboratories and students, and the diverse fields they represent.  This position reports to the Director for the SRC and will serve as the key administrator supporting the program.

In addition, this position will serve as the Director of Graduate Studies Assistant (DGSA) for the Integrated Toxicology and Environmental Health (ITEHP) Graduate Program.

There is significant overlap between the activities of the SRC and ITEHP, along with the faculty, staff, students, and other trainees.  This position requires interacting with and leading aspects of both programs on a daily basis.

This is a term-limited position with current funding through April 30, 2027.

Superfund Research Center (SRC) Administration

• Serve as a central point of contact for the Center.
• Coordinate and plan all meetings, including but not limited to Internal and External Advisory Committees, and monthly Center meetings.
• Establish project management timeline to support Center and ensure timely submission of annual reports (RPPR) and grant renewals every five years for the P42 grant
• Elicit, prepare, coordinate, compile, and review RPPR report elements (for proper placement, consistency, accuracy, and completeness)
• Monitor and coordinate efforts to ensure compliance with agency and University regulations regarding submission and provide related guidance to Center investigators
• Coordinate and monitor non competing & competing proposal status and advise PI on requirements and deadlines in conjunction with Central Business Office workload
• Liase with Central Business Office Pre & Post Award Grants Managers to process report submissions and ensure post award fiscal management and oversight
• Maintain relationships and liaise with Center constituents including, but not limited to, NIEHS staff and Duke PIs, graduate students, researchers, managers, project personnel, staff, external collaborators, and others
• Advance and promote the Center’s PR efforts in conjunction with the Research Translation & Community Engagement Cores
• Manage renewal process for umbrella IACUC and IRB protocols, as applicable
• Training Core activites:
  • Coordinate and manage Summer Internship program in coordination with North Carolina Central University
  • Coordinate and manage internal trainee mini-grant applications and funding with Training Core Director
  • Maintain Superfund Trainee records in NIH CareerTrac

Director of Graduate Studies Assistant (DGSA),  Integrated Toxicology & Environmental Health Program (ITEHP) 

• Coordinate student recruitment and admissions process, including application review, compilation and communication of Admissions Committee decisions, communication with recruits, virtual recruitment and interviews, and campus visits (December-April)
• Maintain and monitor the records of ITEHP graduate certificate students from enrollment in program through graduation; conduct final audit of student records prior to issuance of certificate
• Maintain records of faculty activities (mentoring record, evaluations by mentees)
• Enter and maintain annual budgets in GSF for student funding
• Provide support to payroll for any ITEHP fellowship students (6 annually)
• Coordinate new student orientation in the Fall in conjunction with general Nicholas School and School of Medicine programs for incoming ITEHP students
• Coordinate annual meetings for approximately 24 students each spring
• Attend all Nicholas School, School of Medicine, and Graduate School DGS/DGSA meetings (including those regarding budgets, admissions, and Dean’s meetings)
• Liase with DGSAs from participating departments across Duke
• Prepare and process annual award letters, departmental affiliation forms, and backstop forms for applicable students
• Establish project management timeline to support and ensure timely submission of annual reports (RPPR) and grant renewals every five years for the T32 training grant
• Process xTrain appointments and terminations in NIH eRA Commons for T32 Training Grant appointees (August / September)
• Maintain ITEHP Trainee records in NIH CareerTrac (ongoing)
• Manage renewal process for umbrella IACUC and IRB protocols, as applicable
• Manage ITEHP website (WordPress), Facebook page, and other social media feeds

Seminar, Symposium, & Other Event Coordination for SRC and ITEHP

• Act as primary contact for Seminars & Symposia – working with SRC Training Core Director, the Chair of ITEHP’s Seminar and Symposium Committee, and ITEHP Director of Graduate Studies (DGS)
• Arrange and manage advertising, catering, invited speaker travel logistics, etc. for all events, as needed
• Manage A/V systems (e.g. projectors, livestreams, etc.) during presentations, meetings, and other events
• Process speaker honoraria, travel reimbursements, and vendor payments as needed
• Promote ITEHP and SRC events and initiatives through the use of print and digital flyers and the Duke calendar

Knowledge, Skills and Abilities:

• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook email, Zoom, and Box
• Ability to prioritize and multi-task
• Proficient with learning new and existing technology, including managing A/V for presentations
• Adaptable to changing technology systems and new policies
• Excellent written and verbal communication skills
• Strong foundation in the use of spreadsheets and functions (i.e., Excel and Excel functions)
• Strong organizational skills with attention to detail and follow-through, ability to produce quality work in a timely fashion, and strong oral/written communication are critical
• Capacity to exercise independent judgment and maintain confidentiality and to work simultaneously on multiple tasks
• Ability to work seamlessly with individuals at all levels of training and careers, ranging from undergraduate interns and PhD student recruits to established faculty and staff to special invited guests
• Self-starter with high level of self confidence, willing to take initiative, seek guidance when needed, and see projects through to completion with little guidance and oversight
• Requires flexible hours (some early mornings, late evenings, and occasional weekends) to support seminars, symposia, and other events
• Occasional heavy lifting required during set-up and breakdown of events (e.g. moving chairs, tables, etc.)
• Helpful experience: (ot required for the position, but any prior experience with any of these systems will be helpful and may make a candidate more competitive)
  • Duke financial systems: Concur, Accounts Payable Check Requests
  • Duke Graduate School systems: Slate, GSF, Duke Hub, and Perceptive Content
  • NIH systems: eRA Commons, MyNCBI, NIHMS, ASSIST, and CareerTrac is helpful

Bachelor's degree preferred.

Submit a cover letter with your resume.

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.