Administrative Coordinator

North Carolina, United Sates
29 Nov 2018
End of advertisement period
29 Jan 2019
Contract Type
Full Time

Job Description

Occupational Summary:  

The Health and Wellness Coordinator is responsible for developing and coordinating health-related procedures and protocols to support the Educational Programs division for the Duke University Talent Identification Program (Duke TIP). Responsibilities include recruiting, hiring and training registered nurses (RNs), nurse assistants and other health-related staff to assist with health screenings, treatment of minor illnesses, medication distribution and management of health conditions for students and staff within the program. Arranging healthcare standing orders, processes for emergency care, allergy and hormone injections, consultations with medical professionals, and coordinating medical care through hospitals, health clinics, urgent cares, and college or university health care offices are all functions of this role. This position will also develop, coordinate and advise on policy, procedures, and quality of health services related to Duke TIP student affairs. This position reports directly to the Director of Student Affairs.The position will close November 25, 2018.

Work Performed:

Health and Medical Services

  • Serve in a position with leadership, administrative, and advising of healthcare initiatives for a residential environment serving at least 7500 students attending multiple Duke TIP program sites.
  • Coordinate the healthcare and medical services of student and staff for academic year and summer programs, in collaboration with program leads, seasonal staff, and campus partners as needed. 
  • Plan, coordinate and administer activities involved with the hire process of seasonal healthcare staff members for Duke TIP academic year and summer educational programs, including but not limited to registered Nurses (RNs), Nurse Assistants, and other health-related staff.
  • Establish and maintain effective healthcare staff recruitment strategies.  Hire, train and supervise temporary staff members as needed. Compile personnel data, conduct interviews and make hiring decisions and placement recommendations.
  • Collaborate with other TIP program leads and coordinators and participate in public relations activities including career fairs and serving on various committees, attending professional meetings and representing assigned programs on behalf of the TIP Educational Programs management as directed.
  • Collaborate with and advise the Dean of Students in the development, evaluation, and documentation for health procedures and departmental support. Develop, coordinate and advise on policy recommendations by reviewing and documenting existing practices, and researching best practices in the healthcare and medical field.
  • Identify healthcare facilities that can serve the needs of Duke TIP’s programs, assess quality of experience and communicate with healthcare facilities as needed.
  • Coordinate supply ordering processes in collaboration with other staff as needed, including, but not limited to healthcare and medical related supplies, OTCs, EPIPENS, and other student and staff support resources.
  • Develop and sustain a systematic process to maintain a campus healthcare and medical information as a resource to serve the needs of educational programs division leadership, on-site staff, parents and students.
  •  Maintain up-to-date documentation of all processes and resources related to healthcare, working with minors, worker’s compensation, health record maintenance and improved proficiency.

Site Supervision

  • Supervise and monitor the operation of assigned program sites while summer programs are in operation. Be available, and serve as 24/7 on-call resource and advisor to on-site administrators when educational programs are in session. Advise on-site staff with regard to program policy. Serve as first point of contact with on-site summer staff for issues that may impact risk management, student health and parent interaction. Advise and consult with the Dean of Students as needed.
  • React and respond swiftly to emergencies, and manage multiple competing demands and priorities, understanding time sensitivity.
  • Develop and engage in assessment to monitor and evaluate effectiveness of healthcare and medical services at the program site using qualitative and quantitative research techniques; investigate trends, and recommend and implement modifications to improve program effectiveness.
  • Collaborate with educational program leads regarding how medical needs impact budget and operations.  Monitor and verify expenditure of budgeted funds as appropriate. Report on budget issues to Dean of Students as needed.
  • Develop staff training, travel arrangements and lodging for healthcare staff, including, but not limited to the registered nurse (RN), nurse assistant, and any other health related staff. Work with, and train the Health and Wellness team, which may include psychological counselors.

Maintain Professional Engagement and Educate Stakeholders

  • Collect, maintain and share up-to-date resources and best practices for topics related to healthcare for summer programs or camps, adolescents, teens and adults. Develop ongoing strategies for sharing of resources around health services, including but not limited to documentation, presentations and training.
  • Seek out resources both proactively and independently, and work collaborative.
  • Maintain liaison relationship with other programs, offices, departments and stakeholders at Duke to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized. This includes, but is not limited to: Office of Counsel, Health (and Wellness) Centers, Counseling Centers, Student Disabilities and Access Office (SDAO), etc.
  • Remain connected to and/or involved with in local, state and national organizations associated with health and medical procedures and working with minors in educational settings.  This includes, but is not limited to Association of Camp Nurses (ACN), American Camp Association (ACA), Higher Education Protection Network (HEPNET), etc.
  • Provide and/or organize routine training of educational programs staff and other Duke TIP stakeholders regarding health and medical related topics and other relevant best practices.
  • Perform other related duties incidental to the work described herein. 

Requisition Number: 401514742 
Location: Durham
Job Family Level: 12
Exempt/Non-Exempt: Exempt
Full Time / Part Time: FULL TIME
Regular / Temporary: Regular
Shift: First/Day

Minimum Qualifications

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.


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


Work requires 2 years related business or administrative experience to 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. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferred Qualifications: 

  • Master’s degree is preferred.
  • This position requires two or more years of experience in healthcare-related services or medical administration, strong communication skills, previous experience using computerized health record tracking systems and/or electronic Medical Administrative Records (eMAR) systems (ideally CampDoc).
  • Experience working with college students and/or adolescents, ability to work autonomously and collaboratively, respond with diplomacy and tact to emergencies and strong skills in training others is preferred.
  • This position requires some knowledge of health care insurance systems, knowledge of all pertinent laws, regulations, and guidelines governing medical records; confidentiality, privacy, and provision to others, including HIPAA, excellent ability to work with people in a team environment, proven organizational skills and project management proficiency. 
  • Also required is the ability to use and manage Microsoft Windows word processing, database, spreadsheets and desktop publishing programs. Flexibility for summer travel may be required.

Auto req: ID106587BR