Administrative Coordinator for the Learning Environment, Well-Being, and Student Services

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Le Well Mission: The mission of LE WELL is to provide centralized services to support SOM students and others involved in the healthcare learning environment.

Le Well Guiding Principle: All SOM students should have equitable and just access to support services provided by individuals who are not in a position to evaluate them and regardless of program, advisor, connections, or identity.

OCCUPATIONAL SUMMARY

The Administrative Coordinator for the Learning Environment, Well-Being, and Student Services is a member of the Duke University School of Medicine education administration supporting students in all SOM programs directly and through support of the Associate Dean for Learning Environment and Well-Being and the Assistant Dean of Student Services. The position will report to the Assistant Dean for The Learning Environment. This position will provide programmatic assistance and coordination for Student Services and will help to plan, coordinate and administer activities while overseeing financial management of the program. The position will develop weekly programming, including but not limited to special programming and annual events such as the HPE Student Town Hall. They will help to develop, coordinate and advise on policy related to specified programs. As The Office of Learning Environment and Well-Being (“Le Well”) is a relatively new interprofessional program in the SOM, the individual hired to this position will necessarily exhibit flexibility, a growth mindset, and a mission of continuous programmatic improvement through the ever-evolving work. 

WORK PERFORMED

1. Oversee and coordinate all of the activities related to LE WELL
2. As an integral member of the team, participate in strategic planning and implementation of programmatic components, to include budgetary impact, logistical planning, execution, and evaluation. 
3. Maintain awareness of different SOM programs’ calendars and opportunities to synchronize for interprofessional activities
4. Maintain contact with program coordinators and student representatives to help determine optimal times and themes for program-specific activities
5. Plan and implement all aspects of different activities to include:
6. Make and confirm room reservations in space sufficient for the activity to take place
7. Send calendar invitations to save the date for those running the activities
8. Create calendar entries on SOM calendar
9. When applicable, create RSVP link and track responses
10. Create and implement publicity via email, social media, and approved SOM channels
11. Research cost-effective options for refreshments/food, when applicable, and implement all aspects of refreshment provision (ordering, payment, set-up, oversight of distribution, cleanup)
12. Maintain attendance records for each event
13. In conjunction with Associate Dean and Assistant Dean, create and implement evaluation strategy for each event
14. Debrief with Associate Dean and Assistant Dean to come up with plans for future activities
15. Maintain ongoing programming and contemplate additional programs, to include:
16. Wednesday Wellness Workshops and other opportunities (e.g., Imperfection Sessions, Truthful Tuesdays, Terrific Thursdays)
17. Time, room, speaker, set-up, breakdown, AV, food and other logistics
18. Budget reconciliation and coordination with feedback and strategic planning information to the Associate Dean and Assistant Dean
19. Implementation of a plan to assess the quality of and utility of specific workshop offerings
20. Coordination with other members of LE WELL to find additional opportunities to bring University resources to SOM programs
21. Liaison with program directors and student affairs leaders in individual SOM programs to optimize and customize opportunities per program
22. Creation of a platform for useful registration, calendar invitations, and reminders to students
23. Brainstorming and informing of best practices for creating logistically feasible and also inclusive (e.g., non-exclusive) opportunities for multiple students to gather even if they have not pre-registered
24. Advertising and dissemination through various SOM, social media, and student advisory committee member channels
25. Town Hall Activities
26. All aspects of coordination and planning, including determination of optimal date and time to maximize student participation and promote faculty attendance
27. Time, room, agendas, virtual option, set-up, breakdown, AV, food and other logistics as they may arise with ability to trouble-shoot before, during and after events
28. Implementation of a plan to assess individual Town Hall opportunities
29. Liaison with Campus Partners and facilitate SOM student utilization of applicable resources through a variety of means, with campus partners including but not limited to:
30. Graduate and Professional Office
31. CAPS
32. Student Health
33. Office of Students
34. Duke Arts
35. Student Groups
36. Evaluation and Program Feedback
37. Annual LE WELL survey – timing, implementation, data collection, reminders, and collation of feedback
38. Compilation of data to inform Annual Report, annually in the spring, for LE WELL
39. Provide logistical, structural and curricular oversight
40. Assist with all aspects of best practices of optimal treatment of learners and professionalism considerations.
41. Organize, manage and implement committees relevant to these missions, to include but not limited to the CATL committee and the Professionalism Across SOM/SON committee.
42. Maintain records of reports submitted, actions taken, and CATL recommendations for events submitted through AERS, end-course evaluations, Granola with Gagliardi discussions, emails, or other means.
43. Compile reports with quantitative and qualitative analysis, in conjunction with Associate Dean for Learning Environment and Well-Being, for distribution to the SOM community in June-July.
44. Maintain confidential meeting minutes and facilitate follow-up actions.
45. Assist with implementation of substance use screening policy and procedures, with specific responsibilities TBD.
46. Liaison with CAPS and ensure adequate administrative support for onsite CAPS counselor, if requested. 
47. Be prepared to provide reports, as requested, for individual program and SOM accreditation activities regarding learning environment, mistreatment, leave, and impairment policies.
48. Assist in the implementation and assessment of the Proactive Wellness Navigation pilot (The Duke Endowment-funded initiative)
49. Assist social worker and other Le Well personnel in scheduling opt-out meetings with first-year students (this will require obtaining and helping to identify available time on different HPE program orientation and curricular calendars).
50. When asked, provide calendar invitations to students.
51. Perform periodic audits to help determine progress in meeting with students in all programs.
52. Develop familiarity and a working knowledge of the use of Smartsheet; help develop tracking forms and dashboards to illustrate results of needs assessment and individual meetings.
53. Assist in quantitative and qualitative analysis of results to permit advocacy for services students need.
54. Represent the Associate Dean for Learning Environment and Well-Being and Assistant Dean for Student Services as the “face” of the program. 
55. Maintain calm positive demeanor in stressful situations.
56. In work-related activities, maintain professional boundaries; prioritize the wellness and needs of SOM students
57. Maintain records regarding meetings, interactions, strategic planning, and possible outcomes.
58. Follow-up on leads to schedule additional meetings or inquiries regarding building student services.
59. Collaborate with OCA and OSA as well as the Assessment Team to maintain adequate presence to promote a healthy and thriving learning environment for all students in HPE programs. 
60. This may include but is not limited to familiarity with assessments, evaluation documents, compliance audits, incorporation of best practices for supervision and feedback, and collaboration to determine when and whether workshops and faculty development are indicated to improve the environment of care and learning.
61. Collaborate in development of programs, curricular offerings, and special events designed to facilitate connection between and among programs and to promote professional behaviors among students and educators. 
62. Examples include Galanos G-briefing meetings, DukeArts Create workshops, Koru, mindfulness workshops, DBT refreshers, group sessions, seminars on humanity, and other programming as yet to be determined. 
63. Using data from sources including informal interactions with students and faculty, formal data collection tools, official meetings and best practices nationally, strategize and operationalize new ways to improve the clinical culture for students.
64. Utilize project management skills to organize materials, visualize workflow/process for recurring events and catalogue activities for the Associate Dean for Learning Environment and Well-Being and Assistant Dean for Student Services.
65. In consultation and collaboration with School of Medicine communications professionals, create and manage online materials related to the learning environment and well-being. This will include maintaining accuracy of all links, knowledge of all programming referenced in online materials, and editing the online materials to ensure student navigation will result in helpful outcomes. This may also include developing an additional online (social media) presence with tools and tips to optimize well-being, possibly to include Facebook, X (formerly known as Twitter), Instagram, Snapchat, and/or other online platforms as relevant, maintaining compliance with Duke’s Social Media Policy. This additionally may include reviving and disseminating a Student Services / Well-Being monthly newsletter and updating the website accordingly.
66. Assist the Associate Dean for Learning Environment and Well-Being and the Assistant Dean for Student Services in gathering data from various sources and synthesizing it in order to make presentations to School of Medicine leaders, Department leaders, Program Directors, HPE students, GME leaders, and other stakeholders in the HPE education domain. This may include critical thinking, data analysis, copyediting, generation of graphics, PowerPoint slide preparation, and feedback, among other tasks.
67. In coordination with leaders in the GME office to include the DIO, Associate DIO, and program administrative staff, facilitate bidirectional communication between School of Medicine and GME leadership to promote the learning environment and well-being for students (and GME trainees and faculty). This may involve reviving the UME-GME retreats, inviting GME leaders to wellness workshops, providing or scheduling faculty development opportunities, or brainstorming new ideas for engagement.
68. Organize and attend the Appropriate Treatment of Learners (CATL) and Professionalism Committee meetings. Facilitate Associate and Assistant Deans’ roles as chairs of these committees and provide support as requested. 
69. Assist the Associate Dean for Learning Environment and Well-Being and Assistant Dean for Student Services in the development of an operational budget for student services. Monitor and track expenditures during the first two fiscal years in order to inform more accurate budgeting moving forward for items including but not limited to student events, student tutoring, student accommodations, professionalism workshops, seminars, updates, informal gatherings, as well as services including CAPS, Student Health, and various existing resources for which the office will be consolidating and centralizing resources for students across the health professions programs in the School of Medicine. Maintain accurate records, provide reimbursement and payment through Concur, and provide updates as required to program leadership. 
70. Support the Assistant Dean in the management, scheduling and payment of tutors and scribes for HPE students.
71. Work collaboratively with all stakeholders
72. Maintain positive working relationships with various stakeholders including administrative professionals and leaders in the Office of Student Affairs, the Office of Curricular Affairs, the PA Program, the DPT Program, the OTD Program, the MBS Program, the Pathology Assistant Program, the Multicultural Resource Center, the Office of Equity, Diversity and Inclusion, other programs in the School of Medicine, the Duke Office of GME, Communications, IT Support, Event Planning, and external organizations including CAPS, Student Health, the Dean of Students, the Student Disabilities and Access Office, and other stakeholders in order to further the work of the Associate Dean and Assistant Dean. 
73. Develop and preserve positive working relationships with faculty and staff from other programs across the university in order to further the mission of student support.
74. Maintain positive working relationships and communication with students from all of the HPE programs across the SOM. This may include group communications as well as individual in-person, telephonic, virtual, and email communication as needed.
75. Liaise with coordinators from all Clinical Departments and School of Nursing as well as the Duke Health Integrated Practice and GME leadership to develop, implement, and/or support innovation in the curriculum and improvements in the learning environment.
76. Assist with additional projects and programs in the School of Medicine, as requested
77. Support other missions, time permitting, in order to further the collaborative and positive learning environment in the School of Medicine.
78. Staff Supervision
79. Supervise administrative assistant for Le Well, including all aspects of performance management.

DEPARTMENTAL PREFERENCES 

Education

Minimum bachelor’s degree.

Experience

Work requires 4-5 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

OR an equivalent combination of relevant education and/or experience.

Required Skills

• Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
• Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.

Preferred Skills

• A can-do attitude and willingness to attempt all tasks.
• Forward thinking- being able to anticipate upcoming activities and plan accordingly.
• Knowledge and experience with the health system infrastructure and hierarchy helpful.
• Strong proofreading skills essential.
• Technologically savvy. Ability to use Qualtrics, scheduling software, apps in the Microsoft Office suite, Zoom, Canvas, BlueRecs, and other software utilized between and among HPE programs in the SOM.

MINIMUM QUALIFICATIONS

Education

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

Experience

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.

Duke 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 essentialjob 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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