Chief Administrative Officer
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.
CTSI Chief Administrative Officer
The Duke Clinical & Translational Science Institute (CTSI) is a Duke University cross institutional infrastructure resource that facilitates and fosters successful clinical and translational research through integration of programmatic research areas and resources across campus. CTSI is housed in the Duke School of Medicine (SOM) and had dual reporting to the Dean of the School of Medicine and the Chancellor for Health Affairs. It is the institutional home for the Clinical and Translational Science Award (CTSA), funded by the National Center for Advancing Translational Sciences (NCATS), part of the National Institutes of Health (NIH). The CTSA is an institutional grant that provides infrastructure resources and career development opportunities to translational research teams at Duke. The CTSA encompasses 15 Cores, which provide specific resources, services, and training programs.In addition to CTSA grant funded activities, the CTSI is comprised of a number of educational, service, and research programs and centers that focus on key strategic areas related to Duke Health translational science priorities. The CTSI brings together stakeholders from all parts of the University and Health System and facilitates their work toward reaching the Chancellor’s strategic goals to achieve optimum science translation in clinical settings and in the community. CTSI also contributes to and promotes Duke University’s national visibility as a premier clinical and translational science academic research institution.
Occupational Summary:Drive overall program direction for CTSI. Provide outstanding programmatic, administrative and operational leadership, coordination and support to the Communities and Cores of Duke’s CTSA program in order to ensure the successful accomplishment of the Institute’s vision and mission. Ensure the successful function of a highly matrixed organization.
This role will drive operational execution and implementation for day-to-day activities for CTSI programs and maintain optimal efficiency for our fast growing Institute. This includes development and implementation of the strategic plan; convening stakeholders; monitoring and measuring the success of the Institute’s activities; and developing reports for the Institute Director including internal and external CTSI Executive Steering Committees and Boards. Oversees portfolio/project management, communications, personnel, and financial management for the Institute. Directs a variety of complex and independent activities involved in administrative oversight of the Center. This role will supervise and work alongside a number of senior staff leaders and faculty members within CTSI and across Duke to accomplish these objectives.
The Chief Administrative Officer will work alongside other faculty and staff leaders to support the successful activities of the Institute Director and to achieve CTSI goals. The Administrative Officer will work in partnership with the Sr. Director of Strategy and Planning to proactively plan, problem-solve, and develop strategies to ensure the successful execution of all CTSI priorities. The Administrative Officer will delegate activities as appropriate to other team members to meet CTSI priorities in a timely, efficient, and excellent manner.
The Chief Administrative Officer will report directly to the Institute Director (with dotted lines to the School of Medicine Executive Vice Dean).
Strategic Development/Program Administration
- Provide programmatic and administrative direction in the formulation, interpretation and administration of current and long range programs policies, and procedures.
- Oversee the development and implementation of processes and communication to foster and sustain cross institutional collaboration in clinical and translational research while eliminating redundancy and duplication of effort and resources.
- Maintain a detailed knowledge of the specific goals, activities, status and staffing of each component of CTSI by meeting regularly with the faculty and operational leaders, attending ongoing meetings in each area, reviewing meeting minutes, participating in strategy sessions, etc.
- Provide oversight for CTSI staff and their management of CTSI programs. Support senior staff leader strategic and financial management of programs.
- Seamlessly execute routine programmatic, financial, and operational functions by planning, establishing and maintaining appropriate meetings, reports, end events to ensure CTSI success.
- Support the Institute Director as needed in all aspects of organizational decision-making, and participate in decision-making with Director as needed.
- Pro-actively evaluate the operational efficiency and performance of CTSI and work with director to optimize organizational structure and function to enhance efficiency on a continual basis.
- Provide a positive and supportive working culture that facilitates fruitful and productive faculty and staff collaborations throughout all CTSI activities.
- Identify opportunities for collaboration and coordination across CTSI components and facilitate sharing of information. Identify, develop and implement new programmatic, administrative and operational infrastructure functions to support the CTSA components, other CTSI programs, as well as other Duke programs (non-CTSI) related to clinical and translational research (such as shared resources to support all K award programs).
CTSA Grant Administration
- Oversee and supervise all activities to ensure the compliant and seamless execution of all CTSA aims and deliverables.
- Maintain a strong understanding of all NCATS requirements for the CTSA grant, including all linked awards (U, KL2, and TL1). Serve as CTSI’s internal expert regarding the programmatic requirements of these award mechanisms.
- Provide input and recommendations to CTSI leadership and the leaders of all of the CTSA components regarding strategies and approaches for accomplishing the aims of the grant and achieving institutional goals and priorities.
- Participate and lead strategic plans to ensure optimum integration of CTSA grant components with other CTSI programs.
- Ensure that all programmatic aspects of the CTSA grant are conducted in accordance with University policies and NIH requirements.
- Serve as a programmatic liaison with NCATS Program Officials regarding Duke’s CTSA grant. Identify situations in which consultation with Program Officials is appropriate, facilitate direct conversations in order to obtain needed guidance and direction, interpret information received, and provide updates and direction to the leaders of all of the CTSA components. Maintain a strong understanding of the expectations of Program Officials in the execution of the grant and convey any concerns to CTSI leadership as needed.
- Maintain the master list of Duke representatives on all National CTSA Consortium Workgroups. Participate in meetings and conference calls for various workgroups and maintain a detailed awareness of their activities. Identify concerns and opportunities and make recommendations to CTSI leadership regarding the activities of these groups as well as Duke’s participation. Participate in the National CTSA Consortium Administration Workgroup. Identify and raise common issues and concerns to be addressed by this group. Identify opportunities for collaborative initiatives, actively participate in and provide leadership for workgroup projects, and foster sharing of information.
- Develop a strong knowledge of the various programmatic components, strategies and approaches employed by the other CTSA institutions and maintain close communication with the other CTSA Administrators in order to gain insights regarding common issues and problems, identify successes and lessons learned, and make recommendations to CTSI leadership regarding Duke’s CTSA program.
- Oversee the evaluation component of Duke’s CTSA program in conjunction with designated faculty and staff leadership. Work with the leadership of the various CTSA components to establish goals and objectives; track and monitor activities and progress; and prepare and present reports to CTSI leadership and NCRR officials.
- Develop mechanisms for tracking the support provided by the CTSA grant to Duke investigators. Coordinate the annual meeting and other activities of the External Advisory Committee for Duke’s CTSA program.
EMPLOYEE MANAGEMENT AND DEVELOPMENT
- Manage staff in accordance with the organization’s policies and applicable regulations. Responsibilities include planning, assigning, and directing work, appraising performance and guiding professional development; rewarding and disciplining employees; addressing employee relations issues and resolving problems.
- Attract, motivate, and develop a diverse staff which supports the School’s commitment to equity and inclusion. Identify when new staff are needed, develop organizational structure, and manage staff.
- Obtain and provide regular feedback to employees from other team members and key stakeholders to assist in personal and professional development. Identify skill and competency gaps at the individual team member level and collaborate with employees to create development plans that will close the gaps.
- Provide a positive, vibrant, diverse and inclusive workplace for all CTSI staff.
- Ensure equitable staff evaluation and advancement opportunities for all CTSI staff.
- Support and collaborate in the development of financial strategy and financial priorities for the CTSI. Determine fiscal requirements, make projections and oversee the preparation of overall unit budgets, including analysis of programs and funding needs across multiple sources.
- Prepare financial statements, presentations, analyses and reports reflecting status of programs and activities, setting forth progress, adverse trends and appropriate recommendations to CTSI and other institutional leaders. Ensure compliance with University policies and procedures.
- Lead, oversee, and contribute to the development of financial models to ensure CTSI program viability and sustainability.
- Work closely with CTSI Finance and Grants Management staff to monitor the expenditure of funds in accordance with budgetary requirements and programmatic needs and assist with carry-over and re-budgeting requests.
- Maintain a strong knowledge of the awarded, forecasted and actual expenditures for each component including both personnel and non-personnel categories. Assist the leaders of each component in ensuring that funds are spent in accordance with the aims of the grant and awarded amounts.
Experience:Work requires a minimum of nine years progressively responsible experience in administrative management, to include proficiency in budgeting, grants and contracts, personnel supervision and space and facilities management. A Master's degree in Business Administration, Hospital Administration, Accounting or a closely related field may substitute for two years of required experience.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Knowledge and Skills
- Knowledge of programmatic requirements of large-scale federally funded grant mechanisms related to clinical and translational research, such as career development awards.Previous experience with the development and management of research support and infrastructure functions.Proven track record in building credibility and strong relationships with faculty members/investigators and technical/professional staff. Strong interpersonal and oral and written communication skills.Strong project management, administrative, planning, prioritization and organizational skills and exceptional attention to detail.Experience in budget preparation and monitoring of financial statements. Ability to manage competing and changing priorities and multiple tasks under inflexible timelines.
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