Operations Coordinator, HRSA ANEW Project

School of Nursing Established in 1931, Duke University School of Nursing is among the top-ranked of the nation’s nursing schools. The school is proud of its overarching commitment to educating the next generation of nurse leaders and advancing the roleof nurses and nursing in the transformation of health care and in the expansion of health equity. The School of Nursing has an inclusive and diverse community that supports the professional goals of its students, faculty, and staff as they pursue excellence. Comprised of 1,600 faculty, staff, instructors, and students, the Duke University School of Nursing, Duke University School of Medicine, and Duke University Health System are a part of Duke Health. The Duke University Health System is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a network of health services. It 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.

Supervise, coordinate and participate in a special project that entails planning and development activities to ensure successful establishment of the HRSA ANEW (APPLES) scholarship and Training grant within the School of Nursing.  The Federally funded 4-year training grant focuses on the provision of scholarships to advance the nursing workforce focused on care of vulnerable youth and young adults with behavioral and mental health conditions. 

WORK PERFORMED

Planning/Project Management & Coordination:

Manage the selection/registration of trainees receiving funding including updating the process, developing rubrics and applications, soliciting edits and assuring smooth operation of process.

Develop deadlines, processes and procedures and then supervise related procedures, processes, services and systems; train others in proper methods and procedures and ensure correctness of work.

Attended virtual HRSA trainee workshops and advise staff regarding program policy.

Research and develop new ideas and concepts for programs related to the grant, gathering materials and resources to supplement, expand or replace existing program components.

Monitor and evaluate program effectiveness, investigate trends, and recommend and implement modifications to improve program effectiveness.

Provide administrative support to staff within assigned program areas to support the accomplishment of program objectives; coordinate time schedules with didactic and clinical partners.

Participate in routine evaluation and reporting, ensuring deadlines are met and data is accurate.

Events:

Develop, plan, coordinate and administer activities including, but not limited to, informational seminars, workshops, short courses, multi-day and online trainings, events and other related programs.

Manage program details to ensure smooth delivery including, but not limited to, determining, securing and coordinating conference and meeting rooms, dining/break areas and other space requirements, and planning and coordinating accommodations, travel arrangements, end of program celebrations.

Materials:

Assist program team with strategies to ensure timely and accurate data reporting.

Assist with program methods for improving education and training resources for trainees and developing long-term plans for sustainability. 

Complete clinical/camp/training site visits with faculty when appropriate and participate in dissemination of outcomes.

Coordinate delivery of needs with faculty to ensure the securing of necessary equipment and materials,

Communication:

Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts partners regarding project planning, development and implementation, assist with planning and marketing of the project activities.

Establish appropriate timeframes and deadlines for evaluation reports and budgets. 

Serve as the contact person for trainees, communicate using phone, learning management systems and written communication.

Supervise and coordinate correspondence to academic and clinical partners, students and project- related clients regarding training, events, applications and program details; respond to special or emergency needs of participants prior to, as well as during, the program.

Coordinate and/or participate in public relations activities to include preparing and supervising the production or newsletters and other promotional materials and/or publications, preparing press releases, designing ads and fliers, and responding to inquiries; develop plans and schedules for release of publicity materials.

Reporting:

Collaborate with faculty and project team to complete and submit required federal reporting documents in a timely manner.

Maintain secure and accurate data collection for reporting requirements.

Compile and prepare reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions.

Be involved in the preparation of budgets; forecast, monitor, verify and reconcile expenditure of budgeted funds as appropriate.

DEPARTMENTAL PREFERENCES

Education/Training:

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

Experience:

This School of Nursing position requires two years of experience in program administration involving academic, or federally funded grant activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

Federal Grant experience is preferred, general knowledge of nursing and mental health conditions of populations.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills:

Innovative problem solving skills.

Ability to learn changing technologies related to academic program administration, grants and contracts management.

Full command of MS Office Suite (Word, Access, Excel, Power Point). Knowledge of calendaring/meeting scheduling, planning and booking travel.

Experience with meeting facilitation and note-taking, including in-person and virtual meeting technologies such as Zoom - managing break-out rooms, waiting rooms, materials etc.

Ability to communicate both verbally and in writing with all levels of the organization.

Ability to complete written reports, write and edit content for public facing websites and social media.

Ability to manage and prioritize multiple projects/tasks simultaneously.

Knowledge of federal rules and regulations relating to grant and contract activity and ability to apply knowledge to Duke University policies and procedures.

Knowledge of grant and contracts processes, systems and offices related to and/or involved in grant and contract management.

Knowledge of responsible conduct of research, management of compliance issues.

Knowledge of grant Reporting/E-handbooks experience (HRSA reporting mechanism).

Experience with data Tracking/database management/comfort with spreadsheets.

Familiarity with budgeting processes, annual projections and monitoring of monthly expenses.

Familiarity with academic program operations such as learning management systems.

Experience purchasing equipment and supplies and reconciling expenses.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.

MINIMUM QUALIFICATIONS

Education

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

Experience

Work requires three (3) 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.