PROGRAM 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.

Department of Radiation Oncology

Program Coordinator

 Position Summary:

Acts as an independent program coordinator in partnership with ResearchFaculty, Department leadership and School of Medicine.  Overall position success is dependent upon effectively directing complex project-related initiatives that are critical to the success of the Department.

Position Reporting Structure:

The position reports to the Vice Chair for Basic & Translational Research and the Vice Chair for Clinical Research.

Job Duties and Responsibilities:

75% Radiation Oncology Basic & Translational (B&T) Administrative Leadership

• Work with Principal Investigators within the B&T Research area of Radiation Oncology scheduling and coordinating operational and programmatic activities for all principal investigators.
• Organize monthly PI meetings with PI’s and Core Leaders. Work with Vice C hair to set agendas and prepare for meetings along with setting calendar invites for relevant attendees.
• Schedule and coordinate annual events and outings that includes conceptualization of entire event, attendee organization, identifying space, coordination of catering, preparing promotion materials, publications, press releases etc.
• Schedule and coordinate regular laboratory meetings and other regular research meetings(Multi-PI projects, collaborating scheduling and setting calendar invites for relevant attendees.
•  Assist with management of purchase card spending and tracking.
• Provide backup support for critical laboratory functions such as ordering to cover vacations or unplanned vacancies.
• Lead administrative effort on recruitment of basic and translational research-oriented faculty members. Responsible for advertising, site visit planning, organizing &sourcing CV’s.
• Responsible for management of transitioning PI’s both being recruited and leaving the department.  Responsibilities include assisting with grant transitions, lab member transitions, visa management, and other details related to transitions.
• In partnership with the Department HR Manager, assist PIsin hiring, reviewing CV’s, monitoring training performance appraisals, transfers, promotions, vacation schedules and time card management.
• Assist with new personnel onboarding with coordination of visa information, training requirements, obtaining IT accounts, and access to necessary Duke and other laboratory resources.
• Alongside the relevant PIs, assist in the generation, editing, formatting and submission of letters of reference on behalf of PIs.
• In partnership with Department Communication Strategist, maintain and update B&T website with appropriate information.
• Monitor and keep up-to-date records of training compliance for laboratory personnel, and notify members of delinquencies.
• Act as primary liaison for the R38 training program. Receive, process, and coordinate reviews of applications, act as primary contact for applicants and affiliated faculty, request and monitor compliance with required progress reports and all other paperwork, and generally provide support for R38 awardees within the Department, including assisting with committee meeting scheduling.
• Along with the Radiation Oncology Residency Program Directors and Coordinator, coordinate application and interview process for Radiation Oncology Res earchScholars (RORS) pathway residents. 
• Assist with onboarding and scheduling regular mentoring committee meetings for RORSpathway residents (some overlap with R38 awardees).
• Work with resident radiation biology co urse leadership and residency administration to assist in scheduling remote meetings, curate videos, and disseminate course information
• Assist with travel booking and reimbursements for basic and translational research faculty travel.

20% Radiation Oncology Clinical Research Administrative Leadership

• Provide programmatic support to Vice Chair -Clinical Research.  Work with Vice Chair to develop standards and protocols related to effort allocation, study accrual goals and trial budgets.
• Partner with Vice Chair Clinical Research to manage Radiation Oncology Imaging Project(ROIP) Grant.
• Coordinate visiting professors invited on behalf of the DCI ROIP, including arrangement of travel plans, lodging, room scheduling, event advertisement, scheduling visits with Duke faculty, and providing technological support of visiting professor meeting.
• Coordinates annual events and outings that includes conceptualization of entire event, attendee organization, identifying space, coordination of catering, preparing promotion materials, publications, press releases etc.

5%– Department Leadership

• Directly influences the processes used to manage projects within research areas, human resources and finances.
• Attends and directly contributes at meetings with Departmental leadership.
• Leads improvement and provides regular feedback to leadership regarding the status of projects.

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.