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.

Occupational Summary 

 

In conjunction with the Department Chair, Division Directors and Program Directors, the Program Coordinator shares in the implementation and compliance of all aspects of the management and administration of the Graduate Medical Education programs. 

The Graduate Medical Program Coordinator may perform duties including but not limited to the administration and management of the training programs as well as planning and coordinating academic, operational, and financial activities; assist in the development, implementation and ongoing compliance with the programs’ goals and objectives, monitor and bring to attention any changes in national fellowship or residency national requirements, and provide sound guidance and advice regarding significant fellowship or residency program issues. 

 

Work Performed 

· Acquire knowledge of current rules, regulations and institutional requirements (Board, ACGME, Duke GME, etc). 

· Develop a thorough knowledge of fellowship and residency data bases to enhance training program and divisional efficiency. Train personnel in use of such systems as required. Annually update the databases. 

· Participate in the creation, design and publishing of all recruitment material sent to prospective trainees and posted on the respective websites. Develop a thorough knowledge of and be able to disseminate information regarding requirements of the AAMC National Resident Ranking Program (NRMP). 

· Organize the annual recruitment of fellows and/or residents within those requirements. 

· Develop a thorough knowledge and facility in the use of the ERAS national database for trainee recruitment. 

· Have shared responsibility for management of the training programs consisting of an approved number of fellows and residents through appropriate utilization of resources and delegation of responsibilities. 

· Provide management assistance to other GME Program Coordinators, Program Directors, other faculty, residents, & other departmental or divisional staff by clarifying organizational and departmental policies, standards, operational procedures, and guidelines. Cross-train and be able to cover the other Shared Fellowship/Residency Program Coordinators roles, if needed. 

· Provide appropriate leadership and guidance, in conjunction with the Director, for the overall operation of the training Programs. 

· Assist in the management of the programs’ operational activities. 

· Ensure that educational goals and objectives are defined, disseminated and met as directed by the academic curriculum of each program. 

· Represent the divisions and the department on required hospital/institutional/national committees at the 

discretion of the Departmental Chair/Division Directors and/or Fellowship or Residency Program Directors. 

· Participate in the Institutional GME Committee at the discretion of the Program Directors, attend the institutional Program Coordinator meetings. Also attend departmental semi-annual fellowship Director/Coordinator meetings. 

· Manage the monthly and semi-annual evaluations process of all trainees directly involved with trainee education. 

· In conjunction with the Program Directors, design and administer the program's educational curriculum and compile necessary data for continuous quality improvement and accreditation. 

· Ensure fellow/resident education and compliance with national, hospital, departmental and program policies. 

· Communicate with the trainees and the Divisional and Department Leadership regarding departmental and program activities. 

· Prepare and disseminate to all interested parties fellowship and residency program information for departmental/divisional meetings as well as departmental/fellowship and/or residency policies on a regular basis. 

· May manage the program's budget and approve expenses. Act as purchasing agent for all materials for the programs at the discretion of the Division Directors and Fellowship/Residency Program Director. 

· Organize team meetings and activities as required. Assist with scheduling required activities for the trainees (eg, may include SOC’s, etc) 

· Collaborate with other divisions and departments to ensure the continuation of quality trainee education. 

· Interface with the Institutional office of GME and work with the Designated Institutional Official. 

· Coordinate and monitor leaves of absence 

· Facilitate integration between QGenda and MedHub ensuring compliance with GME requirements, may include assisting with scheduling input 

 

Minimum Qualifications 

 

· Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status. 

 

· Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job 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. 

 

Education 

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

 

Experience 

· Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Minimum Qualifications

 

 

Education

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

 

Experience

 

Work requires one year of experience in program administration or OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

 

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.