Duke University Job Description:
MANAGER, PROGRAM OPERATIONS IiH/GHIC (1783)


Job Title: MANAGER, PROGRAM OPERATIONS IiH/GHIC 

Job Code: 1783 

FLSA:

Job Level: 13 

Revised Date: 08/30/2020  

Job Family: JF 28 

Occupational Summary

Innovations in Healthcare (IiH) is a nonprofit organization hosted by Duke University and founded in 2011 by Duke Health, McKinsey & Company, and the World Economic Forum. The organization aims to improve healthcare worldwide by supporting the scale and impact of promising innovations. Innovations in Healthcare collaborates closely with the Duke Global Health Innovation Center (GHIC), part of the Duke Global Health Institute (DGHI). The Center studies and supports the scaling and adaptation of innovations, and related policy reforms, to address critical health challenges worldwide. It helps integrate complementary efforts across IiH, DGHI, the Duke Margolis Center for Health Policy and the Duke Institute for Health Innovation, developing an academic home for faculty, staff, trainees, and students working on health innovation and policy issues globally.

The Manager, Program Operations IiH/GHIC will provide program management support to Program Leads and to IiH/GHIC leadership in order to ensure that each program is delivered with a consistent level of quality while also ensuring compliance to Duke policies and unique funder contractual obligations. In addition, the Manager, Program Operations IiH/GHIC will lead portfolio management and quality improvement across IiH and GHIC, which includes a diverse, complex and growing portfolio of high quality externally funded research, advisory, and customized capacity building and training programs. The Manager, Program Operations will report to the Assistant Director, Finance and Operations and oversee 1 direct report: Team Coordinator. The Manager, Program Operations will be 50% client facing and billable across all programs and 50% billable to the IIH and GHIC Core Budgets.

Work Performed

Program Management

Supervise and coordinate all activities and operations related to project implementation in order to deliver high quality deliverables including reports and recommendations to funders/clients and collaborators globally.

Prepare agendas and lead regular funders/client program status meetings.

Work internally and externally to assemble appropriate personnel for program teams.

Act as liaison to ensure progress on projects among all parties global program clients, including faculty members, administrators, project personnel, and other interested parties to coordinate various aspects of the assigned projects.

Respond to inquiries according to established policies and procedures.

Proactively communicate with senior IiH/GHIC and Duke leadership to ensure successful progress on projects and across the broader IiH/GHIC team, leveraging team strengths to improve project delivery.

Create and deliver detailed reports and presentations for funder/clients and internal stakeholders.

Coordinate the delivery of detailed operational and financial reports for clients and internal stakeholders, ensuring consistency and quality.

Work with management team to provide systematic and standardized approaches to meet funder/client needs.

Assess risks, working to manage impact.

Provide oversight of processes associated with the preparation and coordination of client site visits and client deliverables, including: development of clear meeting objectives and strategies; identification of attendees; preparation of agendas; and logistical arrangements.

Serve as a resource for staff in conducting meetings involving large, complex, and high visibility projects.

Portfolio Management and Quality Improvement

Create and implement a strategy for IiH/GHIC to ensure a consistent approach to program management and implementation.

Develop and implement program protocol, procedures, and operating policies for IIH/GHIC internal and external projects and core operations.

Ensure compliance with all Duke regulations, standards, and policies.

Independently spearhead projects related to IIH/GHIC internal processes.

Lead the IiH/GHIC PMO to support day to day project and core team operations.

Support and provide consistency with program start up, management and close out including planning and delivery of all IiH/GHIC programs.

Coordinate with internal and external program teams to ensure excellent internal operations and client deliverables across multiple domains.

Manage communications, meetings, and agendas for key governance groups including the IiH Board of Directors, the IiH Board of Advisors and the Duke GHIC Faculty Advisory Committee.

Prepare agendas and slide decks for biweekly project team meetings and weekly program team meetings.

Coordinate with Program Leads and IIH/GHIC finance team to ensure timely billing and collections from client/project accounts and internal disbursement of these payments.

Coordinate the delivery of detailed operational and financial reports for clients and internal stakeholders, ensuring consistency and quality.

Oversee quality improvement by coordinating after action review of all projects to ensure continuous improvement.

Facilitate quarterly program review process across the IiH/GHIC portfolio.

Develop and maintain broad understanding of trends in executed and under development project contracts to facilitate institutional learning.

Manage preparation and logistics for team travel to client (flight tickets, hotel reservations, ground transportation arrangements, meeting room reservations, catering, visa applications, gifts, etc.) and for international campus visitors, specifically those attending IIH/GHIC provided, Duke based training sessions.

Secure necessary documentation for foreign visitors, working with Visa Services, HR, and other offices as required.

Coordinate arrangements for special programs such as speaker series to include inviting appropriate speakers or other participants, arranging schedules, facilities, and publicity and ensuring necessary financial arrangements.

Lead to the organizational development task force.

Oversee the initial creation of a knowledge management library, a cloud based folder system to support the organization.

Develop the organizational taxonomy with input from the staff.

Act as a resource to help staff find items and train staff on how to use the system.

Organize and maintain vital corporate documents (e.g., proposals, executed contracts, budgets, deliverables), divisional or departmental files of records, reports and correspondence required for reference and efficient operation; maintain up to date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.

Perform other related duties incidental to the work described herein.

Required Qualifications at this Level

Education/Training:

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

 

Experience:

Work requires the ability to plan and administer programs and direct program activities within a specific functional area, generally acquired through four years of related experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

 

Skills:

 

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.


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Essential Physical Job Functions

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