Program Coordinator

North Carolina, United Sates
03 Dec 2018
End of advertisement period
03 Feb 2019
Contract Type
Full Time

Job Description

Position Summary:

Plan, coordinate and participate in the establishment and operation of Duke University Cooperative Cardiovascular Society (DUCCS), serving as an administrative director and site manager in accordance with predetermined goals and objectives. Serve as the “hub” of the Organization, overseeing all DUCCS trials/project activities and maintaining an awareness of all members, projects and status.


  • Provide administrative support for the DUCCS Board, Standing Committees and subgroups.
  • Schedule and participate in Board related conference calls, prepare and distribute minutes.
  • External meetings: Direct the planning, reservation and execution of external DUCCS meetings (i.e. DUCCS Symposia, Board Meetings, and DUCCS General and subgroup meetings held in conjunction with AHA and ACC meetings) in cooperation with DUCCS Director the DUCCS Board.
  • Maintain communication with DUCCS members, former Duke Cardiology faculty, current and former Cardiology fellows.
  • Maintain an up-to-date view of DUCCS members and prior Duke Fellows by maintaining the DUCCS database.
  • DUCCS Membership: Help facilitate DUCCS dues and new membership drive effort in cooperation with the DUCCS Director and Membership Standing Committee Chair.
  • Invoice former fellows and faculty for membership dues
  • Receive, record and process membership dues, donations
  • Track membership status
  • Manage time and effort to accomplish the tasks required of this position.
  • Provide the DUCCS Director with weekly updates on DUCCS activities, to include the current status and all proposed actions related to DUCCS activities.
  • Advise DUCCS Director and the DUCCS Board on the status of current activities, additional or expanded program requirements and appropriate recommendations for solution to problems.
  • Determine content for brochures and programs as needed for DUCCS programs, meetings, etc.
  • DUCCS newsletter – Serve as Editor. Write and collect articles for inclusion in the DUCCS Newsletter. Distribute to all DUCCS members, Duke Cardiology Faculty, Current and former Cardiology Fellows DUCCS Visiting Professor
  • Solicit interest from active members. Once participant is identified and a date determined, obtain required documentation (CV, COI) and obtain permission from the Credentialing Department, Cardiology Division and Department of Medicine.
  • Work with the DUCCS Visiting Professor, DUCCS Director, Faculty and Fellow Liaisons to develop schedule according to the Visiting Professor’s objectives.
  • Work with DUCCS Faculty and Fellow Liaisons assigned to the Visiting Professor to ensure predetermined objectives are met. DUCCS Finances
  • With consultation from the DUCCS Director, Heart Center Finance Office, confirm budgetary requirements.
  • Determine and prepare actual revenue reports and revenue projection reports in cooperation with the Heart Center Financial Manager or Grants and Contracts Manager as appropriate.
  • Monitor expenditureof all DUCCS accounts. Provide status report to the Board quarterly or at any time there are concerns.
  • Determine and prepare actual expense reports and expense projection reports in cooperation with the DUCCS President.
  • Process travel and expense receipts for reimbursement for DUCCS Director. • Manage authorization of expenditures from the DUCCS account (with assistance of the DUCCS President and Heart Center Financial Manager or Grants and Contracts Manager as appropriate).
  • Develop budgets for DUCCS involvement in clinical trials through communication with DUCCS Director, sponsors, and/or Heart Center, Cardiology Division or DCRI staff as appropriate.
  • Monitor, track payment for contracted services, and resolve any discrepancies, unpaid invoices with the appropriate sponsor contact.
  • Receive,track and process membership dues and member contributions 

Perform other related duties incidental to the work described • Perform additional management duties as needed for the DUCCS Organization.

Requisition Number: 401514974
Location: Durham 
Job Code: 2321 PROGRAM COORD
Job Family Level: 10
Exempt/Non-Exempt: Exempt
Full Time / Part Time: FULL TIME
Regular / Temporary: Regular
Shift: First/Day

Minimum Qualifications


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


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 RELEVANT EDUCATION AND/OR EXPERIENCE

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.

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