Administrative Coordinator - Family Support Program

Duke University
March 16, 2023
Contact:N/A
Offerd Salary:Negotiation
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Contract Type:Other
Working Time:Negotigation
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Duke University and Duke University Health System require all students, faculty and staff to receive the COVID-19 and influenza vaccines. After you have officially accepted a position at Duke, you may request a religious or medical accommodation.

Administrative Coordinator - Family Support Program

Work Arrangement:

Requisition Number: 228840

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

Personnel Area: MEDICAL CENTER

Date: Feb 13, 2023

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Duke University's Marcus Center for Cellular Cures has an immediate vacancy for an administrative coordinator within the family support program (FSP).

Occupational Summary

Coordinate and oversee all Pediatric Transplant and Cellular Therapy (PTCT) Family Support Program (FSP) activities in the absence of the FSP Director. Represent the FSP in meetings with internal and external stakeholders. Assist the Director of the FSP in administration of financial and operating procedures and programs. Manage donor stewardship efforts for FSP. Write grants to potential sponsors to secure additional funding for FSP. Prepare financial and operational reports and analyses reflecting progress and appropriate recommendations. Direct all volunteer and student intern programs for FSP. Develop and implement FSP's communication and marketing strategy. Develop, implement, and manage programming with community and multidisciplinary partners to support siblings and caregivers of patients. Assist in the preparation and logistics of the Annual Rainbow of Heroes Walk with direct oversight of all event volunteers and the silent auction.

A flexible work schedule is required and a willingness to travel between the office and hospital.

Work Performed

Coordinate and oversee all FSP activities in the absence of the FSP Director. Represent the FSP in meetings with internal and external stakeholders, including presentations at special events. Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the FSP Director in accordance with FSP processes and policies.

Manage donor stewardship efforts for FSP. Develop relationships with donors and community partners to further strengthen support for FSP. Manage donor recognition program and tracking of in-kind donations. Write grants to Foundations and other potential sponsors to secure additional funding for FSP. Oversee Financial Analyst for the tracking and reconciliation of the financial donations. Manage weekly reconciliation of procurement card receipts and provide required documentation for approval by MC3 Finance Department. Prepare financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions.

Develop and implement FSP's communication and marketing strategy, including social media communication, website development and newsletter content. Manage FSP social media channels, create graphic designs and digital content, and provide newsletter content and pictures as needed. Provide weekly communications to inpatient caregivers to support and offer resources. Create communication materials for donors.

Direct all volunteer related programs, including training, supervision, support, and counseling of volunteers in collaboration with Duke Health Volunteer Services. Develop, implement and manage programming with community and multidisciplinary partners to support siblings and caregivers of patients. Direct student intern programs for the PTCT FSP.

Assist in the planning and execution of the annual Rainbow of Heroes Walk, the largest Fundraising Event for FSP. Directly oversee all event volunteers (>100) and the silent auction. Assist with establishing and maintaining contact with other departments, local businesses, and area industries to promote the event. Help with administration and management of vendors for the event.

Maintain infection control awareness and assist with cleaning communal caregiver spaces on a weekly basis. Order and maintain sufficient inventory of program supplies on the unit. Assist with outpatient and inpatient events as needed.

Work well with other Duke departments concerning policies and procedures and general program administration; develop a base of knowledge and serve as a resource to staff.

And other work as assigned.

Skills

Highly effective communication skills, both written and verbal. Very well organized with the ability to set internal goals and meet deadlines. Knowledge of Microsoft Office Applications (Word, Excel, and Teams) and Canva. Ability to learn, develop and adapt to new ideas and programs.

Preferences

Prior experience in working with hospitalized children and families and/or families navigating stressful situations, volunteer management, comm

Minimum Qualifications Education

Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 2 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business- related field may be substituted for 2 years' 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.

Nearest Major Market: Durham Nearest Secondary Market: Raleigh

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