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.

Job Summary

As an integral part of the team, the selected candidate will play a crucial role in supporting the Vice Chair of Cultural Engagement and Community (CEC) and the Vice Chair of Faculty Development and coordinating the budget and various initiatives sponsored by these offices. Responsibilities to the office of the Vice Chair of CEC encompass a diverse range of activities, including but not limited to: managing the Minority Recruitment and Retention Committee, coordinating the Stepping in for Respect program, and facilitating the Civility Champion program. Responsibilities to the office of the Vice Chair of Faculty Development also encompass a wide range of activities that include but are not limited to: coordinating the Faculty Development Academy, Promotion Workshop, Clinical Excellence Society, and Professionalism Panel, and coordinating additional faculty development and faculty-focused programming as planned by the office of the Vice Chair of Faculty Development. Additionally, the role involves acting as a liaison for all faculty and providing guidance to trainees from groups that are underrepresented in medicine, overseeing financial and personnel management, managing office logistics, and providing essential support for communications, and planning and staffing events. This multifaceted position requires a dynamic individual with excellent organizational, communication, and interpersonal skills, committed to supporting faculty and advancing diversity, equity, and inclusion within the institution.

Duties and Responsibilities

Office Administrative Duties:

• Manage all financial records for office and subgroups and work with VC CEC and VC of Faculty Development to manage budgets.
• Assist VC CEC and VC of Faculty Development with annual budget creation and approval, preparation of grant proposals, management of expenditures, and longitudinal management of relevant budgetary data.
• Prepare financial and operational reports for VC CEC and VC of Faculty Development offices.
• Liaison with DOM administration and administrative leadership.
• Supervise and coordinate work among faculty and staff as it relates to events and initiatives related to office of VC CEC and VC of Faculty Development
• Handle all communications related to VC CEC and VC of Faculty Development offices; coordinate efforts with DoM Communications Director.
• Order and maintain sufficient inventory for VC CEC and VC of Faculty Development office supplies and equipment.

Support for the Chief Administrative Officer (CAO):

• Coordinate the scheduling of complex initiatives and departmental workgroups led or overseen by the CAO.
• Prepare agendas, materials, and summaries for CAOled meetings and workgroups.
• Monitor progress of key initiatives and provide regular updates to the CAO and relevant leadership teams.

Recruitment and Retention Committee (RRC):

• Coordinate, schedule, and communicate all RRC activities, including AAMC career development seminars designed to support trainees from groups underrepresented in medicine (URiM).
• Provide administrative and logistical support to RRC leadership to plan, implement, and communicate committee initiatives.
• Assist the faculty member serving as the RRC trainee liaison by helping plan and carry out liaison activities that promote trainee engagement and support.
• Prepare reports and coordinate RRC activities with relevant departmental stakeholders to ensure alignment with departmental priorities.
• Manage all RRC-related communications and collaborate with the Department of Medicine Communications Director to ensure consistent and timely dissemination of information.

Stepping in for Respect Program:

• Collaborate with program leadership and workshop facilitators.
• Coordinate, communicate, and schedule Si4R facilitators.
• Register participants for workshops, manage portal activities, and generate data reports.
• Schedule training for new SI4R facilitators and manage logistics of training.
• Provide information to other departments about how to implement Si4R.
• Manage communications and contracts with external partners.

Civility Champions Program:

• Work with program leadership and trainer to establish logistics for training events.
• Solicit and manage applications for new Champions, handling all logistics.
• Plan and schedule debrief sessions in partnership with program leadership.
• Handle all communications related to the Civility Champions program.

Faculty Development Academy

• Solicit applications for and manage the application and selection process for faculty membership within the Academy
• Solicit applications for and manage the application and selection process for new coaches within the Academy
• Coordinate and communicate with coaches and members of the Academy
• Coordinate and schedule content for the Career Development Seminar Series (CDSS) and other events of the Academy, including but not limited to branch-specific meetings
• Register participants for the CDSS sessions and other events of the Academy
• Manage all communications and scheduling related to the Faculty Development Academy, inclusive of, but not limited to communications that are created in partnership with the DoM Communications Director

Promotion Workshop

• Solicit applications for and manage the application and selection process for participants of the promotion workshop
• Solicit and manage the selection process for faculty facilitators for the workshop
• Coordinate and communicate with the faculty facilitators and participants
• Coordinate and schedule content for the workshop
• Register participants for the workshop
• Manage all communications and scheduling related to the Promotion Workshop, inclusive of, but not limited to communications that are created in partnership with the DoM Communications Director

Clinical Excellence Society (CES)

• Coordinate and administer the selection process for new members of the CES
• Coordinate and schedule all activities of the CES as directed by the planned structure and calendar of the CES
• Manage all communications related to the CES, inclusive of, but not limited to communications that are created in partnership with the DoM Communications Director

Professionalism Panel

• Coordinate and schedule meetings for the panel
• Document panel attendance and the panel's proceCECngs
• Manage all communications related to the Professionalism Panel

Financial Management:

• Assist in preparing the annual budget and financial analyses.
• Facilitate reconciliation of Faculty Development fund codes and monitor monthly variance reports.
• Perform other financial tasks as needed.

Personnel Management:

• Coordinate daily workflow of Work-Study Students and Summer Intern.
• Facilitate onboarding of Work-Study Students and Summer Intern.
• Review and approve biweekly time cards.

Focused Professional Practice Evaluation (FPPE) Coordination:

• Manage monthly FPPE reports and organize division folders.
• Track completion, identify delinquent forms, and update reports.
• Communicate with division contacts, distribute forms, and set due dates.
• Process completed FPPEs, verify accuracy, and submit to the Credentialing Verification Office.

Office Management and Support:

• Manage calendars, schedule meetings, make travel arrangements, and prepare documents for all programs associated with the Vice Chair of Faculty Development.
• Handle correspondence and maintain office supplies and equipment.

Communications:

• Draft and manage responses of the Vice Chair of Faculty Development for communications related to all associated programs
• Propose, plan, and draft faculty-related communications for This Week in MCECcine.
• Coordinate communication efforts with DoM Communications Director.

Event Planning, Support, and Staffing:

• Plan, organize, and administer events sponsored by VC of Faculty Development and all associated programs described above.
• Financially manage and handle logistics and communications for all events.

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. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University 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 essential job 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.