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
Assists AHEAD Director in administration of department procedures and program for Academy for Health Professions Education and Academic Development (Duke AHEAD), (Academy of over 1100 members from the Schools of Medicine, Nursing, Physical Therapy, Social Work, Occupational Therapy, Library, Chaplaincy, Professors of the Practice of Education and Physician Assistants Program).
JOB RESPONSIBILITIES
- Manage day-to-day operations for the Duke AHEAD program; including making decisions on specific operating problems and Issuing instructions In the name of the AHEAD Director and/or Associate Director.
- Help Lead the Certificate Program and other programming when Director or Asst Director are not present.
- Help manage Duke AHEAD calendar activities for Director and Associate Director.
Financial
- Create and tailor annual budgets for the program
- Create budgets for future projects including Innovation Grants, Aspire awards, and outside grant opportunities
- Prepare quarterly projection reports
- JV expenses to appropriate parties
- Pay faculty for services rendered on behalf of Duke AHEAD
Communication and Public Relations
- Develop educational materials to be used to represent various aspects of the Duke AHEAD programming, Web content/development and updating
- Responsible for all content posted to website Including events, announcements, members, member spotlights, faculty development programs, subcommittees, funding opportunities. This includes actual creation of the content as well as posting of the content
- Create and distribute quarterly newsletter to 1100 members and to communication directors in Departments in DHIP and on campus when appropriate
- Ability to do event planning independently, organize various program events to include but not limited to lunches, dinners, receptions, seminars, educational series, etc.
- Respond to inquiries about the programming
Project Planning New
- Help create monthly faculty development sessions. This Includes identifying speakers/topics based on feedback from members
- Help plan and identify times and locations for presentation
- Advertising of all events- creation of posters, distribution to list serv, communications and networking with SOM, DUSON, Duke U (events@duke), Duke Health
- Obtain joint accreditation (ACCME, ACPE, ANCC) for all faculty development activities for our faculty
Registration
- Creation and distribution of post event surveys
- An analysis of post event surveys to determine future offerings
- Provide administrative support for the program i.e. calendaring, creating spreadsheets and various matrices, copying, scanning, emailing, research, financial reporting, maintain filing system of program financial records, resolve financial discrepancies in a timely manner
- Serve as Liaison with the Office of Sponsored Programs, Grants and Contracts; work with Sponsored Programs and the Office of Research Administration to ensure compliance with Duke Regulations for all grants and gifts.
- Assist with payment of travel and expense reimbursements/payments
- Control and maintain records of contract and budget expenditures informing Director of Budget Expenditures
- Attending Medical Education meetings/trainings, interpreting policies and procedures.
- Order office supplies as necessary.
- Help reconcile and manage directors’ calendar as related to Duke AHEAD activities
Perform other related duties incidental to the work described herein.
Grants/Research New
- Preparing budgets and grants applications for external funding
- Preparing and submitting elRB applications for exempt research including creation of consent forms, creation of RDSP, creation of surveys, etc.
Duke AHEAD Grant Process
- Oversees all aspects of Duke AHEAD grant funding
- Creation of call for proposals
- Creation of letter of intent template and full proposal template
- Creation of rubric for scoring proposals
- Creation of template letter for rejections and commitment to funds -
- Responsible for curating best feedback to send to recipients regarding proposal
- Transfer all funds to new PIs
- Prepare grant reconciliation and expense reports to ensure recipients use funds as stated
Education Day (Annual)
Duke Education Celebration
- Facilitates all collaborations between Duke AHEAD, School of Nursing, Graduate medical Education, VA education, and hospital education for annual event
- Includes poster presentations, grant awards, breakout sessions, keynote presentations, & Pre- and post- surveys
- Collaborates with outside stakeholders including IEE (Institute for Institutional Excellence) in the SON, CIT, DOCR, Nursing Education, Joint Accreditation with the VA and AHEC
DEPARTMENTAL PREFERENCES
Education/Training
- Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.
- Must have IT experience and be willing to learn AI utilization in educational initiatives.
Experience
A master's degree in a business-related field may be substituted for 2 years’ experience or equivalent experience.
MINIMUM QUALIFICATIONS
Education
Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.
Experience
Work requires the ability to plan and administer programs and direct program activities within a specific functional area, generally acquired through four (4) years of related experience.
OR ANY OTHER 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 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.
