Team Science Pilot Program Officer
Its a Grant Funded Position
School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.
Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
Job Title: Project Manager, DTMI
Working Title: Team Science Pilot Program Officer
The Duke Clinical and Translational Science Institute (CTSI) Team Science Pilot Program Officer position provides leadership essential to the success of pilot funding programs funded or managed by the Duke CTSA (Clinical and Translational Science Award)/CTSI. The Pilot Program Officer is expected to provide leadership on behalf of the programs and organization to ensure success of Duke’s research endeavors. This position will work alongside Faculty to develop program and program objectives, methodology, and operational solutions to meet scientific and strategic goals.
The Pilot Program Officer will utilize best project management practices and knowledge of the scientific, technical, regulatory, and clinical requirements to achieve program goals. This position will ensure that projects funded by the pilot programs are conducted in compliance with applicable regulatory requirements and institutional standards and will collaborate closely with project leaders assigned to individual projects to ensure program objectives are met.
The Pilot Program Officer will work in a matrix environment with Project Leaders, Faculty Lead(s), CTSA Leadership, and Pilot Program Office Staff.
Responsible for managing the Pilot Program award selection process.
- Work closely with the Faculty Lead(s) for each funding mechanism to develop programmatic objectives; develop Requests for Applications (RFAs) to solicit applications for projects to meet program objectives; and establish and finalize review criteria.
- Work with the Faculty Lead(s) for each funding mechanism to identify Duke Faculty or non-Duke researchers with appropriate skills and experience to serve as study section review members. Read the research applications and assign study section members with appropriate expertise to each individual application.
- Ensure MRP training and instructions for reviewers. Responsible for all logistics to support Faculty Lead(s) in running study section meetings.
- Develop and disseminate specific, constructive feedback to all applicants based on study section review feedback in collaboration with the Faculty Lead(s).
Responsible for regulatory and institutional compliance for all pilot programs funded or managed by the Duke CTSA/CTSI.
- Establish written processes and ensure compliance with processes for project application, review, selection, monitoring, closeout, and annual post-award follow-up.
- Ensure all needed regulatory and institutional approvals are in place prior to project start. This includes, but is not limited, to approvals from Institutional Review Boards, Institutional Animal Care and Use Committee, NCATS Quality Assurance and Quality Control; Federal Drug Administration, National Institutes of Health, Duke Office of Research Integrity etc.
Responsible for fiscal oversight for all pilot programs funded or managed by the Duke CTSA/CTSI.
- Manage the overall funding available and provide recommendations to the CTSA Leadership regarding the distribution of funds among each program. In collaboration with Faculty Lead(s), make recommendations to the CTSA Leadership regarding the number and amount of individual awards within each program.
- Ensure consistent policies across all programs regarding allowable expenses and answer questions from Faculty and Staff.
- Work with the CTSI Grants and Contracts Manager and project leaders to develop financial reports and answer questions from Faculty and Staff needed to manage the overall programs.
- Liaise with the project leaders assigned to each individual funded project to determine spending projections based on project progress; use this information to guide overall funding recommendations on programs.
Responsible for management oversight of all pilot programs funded or managed by the Duke CTSA/CTSI.
- Requests Project Leader assignments for funded projects from the CTSI Director of Operations. Meets with Project Leaders on a regular basis to ensure successful completion of individual projects.
- Coordinate reporting of project progress and outcomes to Faculty Lead(s), funding agencies, / other key stakeholders. This includes, but is not limited to, writing program progress reports, ensuring program metrics are up-to-date in reporting database, preparing presentations, and delivering presentations.
- Serve as a resource to Faculty and Staff in identifying and accessing the appropriate complement of resources and support needed to achieve their goals, identify potential obstacles, and collaboratively solve emerging problems.
- Ensure program and project documents are complete, current, and stored appropriately.
- Provide supervisory oversight to the Pilot Program Office Staff.
- Collaborate with Pilot Program Leaders at other institutions to lead multi-institutional Pilot funding programs. Develop procedures to integrate approval of and oversight processes for multi-institutional programs.
- Ensure that programs and associated projects are conducted in compliance with applicable regulatory requirements and institutional, state and federal policies; ensure appropriate legal and procurement documents are in effect.
- Identify operational problems, issues, obstacles, barriers, and lessons learned across the funded projects and programs and make recommendations to CTSI leadership regarding solutions and process/system improvements.
- Prepare status reports, provide oversight for program data entry into the CTSI Metrics Tracker (CMT) and track desired metrics for inclusion in periodic progress reports.
- Contribute to improvements of systems, tools, and processes used in projects and program management practices (timeline, financial, reporting, project and program communications, and review standards for translational initiatives across the CTSA/CTSI.
Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification.
- Strong project management, planning, prioritization, and organizational skills.
- Strong analytical and writing skills.
- Strong interpersonal, communication, and presentation skills.
- Ability to manage competing and changing priorities and multiple tasks under inflexible timelines.
MINIMUM HIRING SPECIFICATIONS
- A bachelor’s degree with 5 year experience or equivalent, related to clinical research, laboratory science, drug development or public health, is required.
- Strongly prefer candidates that have completed formal project management training.
- Completion of a doctorate degree in laboratory science or related area plus a minimum of one year closely related experience; or
- Completion of a master’s degree in laboratory science or a related area with three years directly related clinical trials research experience; or
- Completion of a bachelor’s degree in laboratory science plus a minimum of five years closely related research experience.
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