The Duke Cancer Institute [DCI] Assistant Director for CCSG Planning and Administration is responsible for successful management and oversight of the quality and operational efficiency of the program. This includes program development, shared resources oversight, support of research programs including managing personnel for research events, data collection and report generation, process improvement, project management and operational initiatives. Other key areas of focus include programmatic support for Cancer Center Support Grant (CCSG), Program Project Grants, and Strategic Initiatives. The incumbent will develop a plan for these operations as required and lead efforts to re-engineer and streamline processes as well as monitor the activities to ensure strategic goals and objectives are met. The position provides leadership and direction to DCI’s faculty and research staff, while collaborating with and reporting to the DCI stakeholder faculty directors to ensure that the goals, vision, and financial objectives of DCI are met.
This position will ensure ongoing programmatic excellence and consistent quality of finance and administration, all data reported to NCI or institutional leadership, training, DCI pilot awards, research communications, and tracking systems; recommend timelines and resources needed to achieve DCI research strategic goals.
Responsibilities and Expectations
Demonstrate experience with and/or understanding of the complexities of the National Cancer Institute’s [NCI] comprehensive cancer centers with the ability to successfully manage relationships throughout Duke University.
Assists leadership with all program development and special initiatives such as DCI strategic planning.
Analyze, implement and maintain standard operating procedures, define and develop tools for DCI faculty and staff to manage best practices and maintain knowledge base.
Develop assessments for all areas including work assessments and tracking for allocation of resources.
Recommend to leadership investment strategies as defined by metrics.
Monitor and communicate on cross-continuum clinical performance metrics, key patient experience indicators, and operational and business development metrics.
Seeks best practices and is aware of best practices for NCI Cancer Centers on a national level to ensure DCI is a leader at a national level.
Responsible for managing the preparation and submission of the DCI’s Cancer Center Support Grant [CCSG] competing [every 5 years] and Non-Competing Renewals [annually]. Maintain knowledge of current guidelines and reporting requirements. Prepares reports for senior leaders based on NCI reporting requirements. Assists and writes responsible sections and edits all CCSG materials.
Oversight of staff and responsible for cross-functional DCI Leadership or NCI related Institution and Committee Meetings.
Overall financial preparation of various budget analyses including financial key performance indicators and performance measurements utilizing statistics and decision support tools.
Responds to financial analysis requests of senior management in a timely fashion and delegates responsibilities accordingly.
Assists in the preparation and presentation of business plans, proposals, documents and formal presentations for external and internal constituents for use as guidelines for research program development and management.
Participates in development and implementation of business plans for key research programs, shared resources and other research strategic initiatives ensuring efficient operations and return on investments. Partners with DCI finance operations on determining key metrics for business plans.
Develops metrics for effective staff utilization and productivity.
Management and oversight of NCI required CCSG committees, such as Executive and Steering, working directly with DCI faculty leaders and responsible for reviewing and providing reports to leadership for decision-making.
Funding Opportunities Management
Oversees administration of funding opportunities, both internally and externally sponsored (i.e., DCI pilot projects, Cancer and the Environment, limited nomination), including the tracking and reporting of outcomes
Works closely with the DCI senior leadership and senior faculty leadership in strategic planning and support for DCI supported shared resources, including coordinating annual shared resource strategic planning, rate negotiations, and leads resource financial and operations meetings. Partners with DCI Finance and SOM Research Resources to build the annual budgets and usage for all shared resources.
Responsible for Biobehavioral Health Survey, Biostatistics and Bioinformatics, financial and operations management.
Business Development and Stakeholder Relationship Management
Meet with potential and existing faculty and staff to discuss new business opportunities and maintain ongoing relationships.
Maintain business relationships with DCI members; leaders and faculty.
Attend NCI related conferences and sponsor meetings as appropriate to assess and initiate new business opportunities. Initiate, establish, and maintain business relationships with all key stakeholders of the project whether internal or external to the organization.
Travel, as needed, to attend meetings or provide oversight and assistance for projects e.g. continuing education programs or expert meetings between academics and the other industries (i.e. companies, other cancer centers or academic medical centers etc.).
Oversees preparation and coordination of institution level meetings including annual scientific retreat and External Scientific Advisory Committee meeting, including overseeing staff’s work to successfully manage logistics.
Oversight of research programs and disease group metrics:
With DCI leadership sets annual budgets for all programs and oversees expenditures
Designs and presents all program metrics to senior leadership and external advisors multiple times per year
Submits all data required by NCI on an annual or as requested need
Manage the DCI Membership and specialty groups:
Identifies opportunities for improvement and evaluates effectiveness in processes associated with membership application, membership console, and other areas associated with membership management. Oversees annual review of members and publications.
Oversees the management of member funding data for the Data Table 2 report to the NCI.
Assists the Associate Director of Compliance and Training, in managing all training programs (high school, undergrad, pre- and post-grad, junior faculty, onboarding of staff and clinical research staff)
Collaborate with the training coordinator to analyze, implement and maintain standard operating procedures, define and develop tools and processes to achieve all DCI and NCI training goals and requirements. Is responsible for all NCI training reports and structure that meets and exceeds NCI Cancer Career Development and Training expectations
Create a team culture that fosters open communication, motivates staff, and encourages creativity. Oversee the fair and consistent application of human resource policies. Collaborate closely with DCI Human Resources on personnel issues; policies, personnel file documentation and compliance.
Lead, supervise and manage assigned staff – their day-to-day assignments, work schedule, work location, approve time off requests, conduct yearly evaluations, and actively engage in performance management including coaching, career development, training and corrective action. Establish regular communication methods and meetings with staff; collectively and individually. Be available to staff on a routine basis to provide leadership and mentoring.
Provide staff with clear measureable goals, monitor performance and quality of work. Assign staff duties and responsibilities; cross-train and reassign as needed. Foster and encourage the professional development of staff. Oversee staff training and certifications to ensure compliance with standard operating procedures [SOPs], regulations and processes.
Provides training and mentorship on best practices in Programmatic Support of Research, Process Improvement, Project Management and Operational Excellence.
Ensures collaboration of all groups to achieve goals.
Promotes a culture of two-way communications and creates opportunities for faculty and staff participation.
Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.
Know and follow policies, standard operating procedures [SOPs], regulations and requirements that govern clinical research grants. Maintain Duke and project specific training and certification requirements.
Other work as assigned.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
The preferred candidate will have a master degree in a biomedical discipline, experience with NCI Comprehensive Cancer Center grants, and project management experience.
Bachelor's degree. Additional training in Project Management coursework or certification in Project Management is desired.
Four years of progressively responsible experience in project OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE management, including complex projects involving multiple functional groups. Experience in medical education/publishing, clinical research, or medical product development is desired.
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