Program Coordinator, Community Outreach Engagement, And Equity, Duke Cancer Institute

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.

Community Outreach, Engagement, and Equity [COEE]

Program Coordinator [PC],

Position Description,

Occupational Summary

The DCI Community Outreach, Engagement, and Equity (COEE) program supports and facilitates DCI's mission to reduce the burden of cancer in our catchment area through: 1) Discovery: monitoring and evaluating the cancer burden and drivers of cancer disparities in the DCI catchment area; 2): Dissemination: building multi-directional engagement strategies to promote evidence-based strategies to reduce the burden of cancer in the catchment area; and 3) Impact: bringing to bear DCI's scientific expertise in addressing cancer risk factors, incidence, mortality and disparities. COEE promotes and supports catchment-area relevant activities within DCI through initiatives such as community engagement training, COEE pilot grants,

community-scientist roundtable panels, and with guidance from two standing committees: the community advisory council and the COEE steering committee. COEE also supports activities that address cancer related health needs in diverse catchment area communities by leveraging partnerships with community leaders and organizations for cancer screening events, and health fairs through a network of community health ambassadors, and community-facing patient navigation. The Program Coordinator will work with the COEE team to plan, coordinate and administer activities aligned with our mission, contributing to the successful implementation of inreach and outreach programs.

Work Performed

Program Coordination

• Outreach Programs. 40% Effort

• Collaborate with patient navigators to ensure efficient and successful coordination of events to promote cancer screenings and educate clients on community resources to improve health. Provide logistical support for navigators with connecting patients with health screenings and follow-up with no-shows including appropriate documentation.

• Independently update and maintain documents outlining services provided, neighborhoods visited, and problems encountered.

• Coordinate volunteer outreach programs and public relation activities including conceptualizing and writing promotional materials.

• Develop and coordinate programs in collaboration with key personnel at health clinics, service and health-related organizations to promote screening services for underserved populations and coordinate access to cancer screenings.

• Develop and implement plans to release publicity materials, including marketing and purchasing. Support team logistics including handling procurement to include Buy@duke

• Collaborate with the COEE Program Evaluator to compile relevant data and report on the program's effectiveness to key stakeholders. Ensure that program databases are updated and maintained for routine impact metrics tracking

• Prepare budgets for special events, negotiate prices, organize contracts with vendors or venues, and serve as the point of contact. Reconcile expenses and reports and grant manager final expenditures. Ensure expenses are appropriately coded to the correct funding sources.

• Identify and recommend changes to improve program effectiveness. Plan and implement approved changes. Identify and escalate complex issues to others as appropriate.

Program Coordination-Inreach Programs. 40% Effort

• Support the COEE program leaders in logistics and administration of DCI-facing programs and research programs. Follows required processes, policies, and systems to ensure data security and provenance. In addition, recognizes and reports security of physical and electronic data vulnerabilities.

• Assist with onboarding and offboarding of new hires to include staff and interns.

• Organize team meetings, agendas, set up web conferencing, record, maintain, and share meeting notes and serve as a staff point person for meetings among stakeholders for several research projects.

• Coordinate DCI-facing program's logistics, including event planning, workshops, retreats, etc and partnering with collaborating sites for study supplies tracking and ordering, meetings, data collection, and meeting documentation

• Independently documents incomplete, inaccurate, or missing data and follows SOPs for quality assurance. Runs summaries and reports on existing data.

• Update program website with latest activities, outcomes, research findings, community engagement activities, etc.; create and disseminate project updates via newsletters, flyers, website updates, to appropriate internal and external stakeholders

• Routinely generates reports for mailing, follow up and data cleaning procedures.

• Prepare and mail study packets, ensure accurate labeling and timely dispatch.

Program Support and Communication

• 20% Effort

• Support the entire COEE Staff Admin to ensure efficient management of all programs and fostering a collaborative team environment. Partner with other staff to ensure critical meetings are scheduled and program objectives are met.

• Receive, document, and process incoming mail efficiently.

• Process all expenses and reconcile corporate cards, travel and expenses for assigned leaders and staff.

• Inventory, maintain, and order office supplies.

• Create and maintain financial records per institutional guidelines.

• Monitor and reconcile budgeted funds; provide reports as requested.

• Communicate openly and effectively with leadership and colleagues. Communicate concerns clearly in a professional manner. Respond to emails, phone calls and questions independently, applying knowledge of policy, procedures and department.

• Develop and maintain collaborative working relationships within the DCI, its members and the greater Duke community. Develop and maintain professional contacts and affiliations to promote the department effectively.

Miscellaneous

• Know and follow policies, regulations, and protocols applicable to the program.

• Maintain Duke and position specific training.

Skills

• Strong interpersonal communication skills: outgoing, very sensitive and aware of needs of public health clients who have limited resources to address health needs to help effectively navigate them to services and screening.

• Excellent computer skills with the full Microsoft Office Suite.

Other work as assigned.

The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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

Preferences

Experience in community engagement, public health, program planning, coordination and project management. Familiarity with Redcap database.

Qualifications Required At This Level

Education/Training

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

Experience

Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events or an equivalent combination of education and relevant experience.

Skills

• Ability to collaborate effectively, independently troubleshoot and problem solve, critical thinking and a growth mindset.

• Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.

• Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.

• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.

Minimum Qualifications

Education

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

Experience

Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events or an equivalent combination of education and relevant 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