Staff Specialist, Office of Curricular Affairs

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.

Staff Specialist

Occupational Summary
The Office of Curricular Affairs team is responsible for providing necessary support to faculty and students to ensure that the Duke School of Medicine MD curriculum is delivered and received as is intended. The OCA has individuals and small teams responsible for supporting and coordinating various portions of the curriculum.

This position will support several of the curricular initiatives in the MD program. Each of these curricular pieces are key to our commitment to curricular integration and require faculty and student support and course coordination. This person will report to an Administrative Coordinator in the OCA.

Work Performed

Interprofessional (IPE) Clinic MS1 and MS3 (30%)
Support student and faculty involvement in the IPE clinic.

1. Work with course leadership and preceptors to determine shift dates and times.
2. Attend weekly IPE team meetings via zoom
3. Provide opportunities to students to sign up for clinic shifts.
   1. Send opportunities to students via listserv.
   2. Maintain and update student sign-up sheets for various clinic rotations, adding or removing dates as needed.
   3. Maintain clinic sign ups. Send follow up emails to students to fill any open shifts.
4. Send shift reminders to students confirming date, time and link.
5. Send shift reminders to preceptors confirming date, time and link and QR codes.
6. Track nurse involvement and process timecards monthly.
7. Coordinate payment of faculty and track faculty participation.
8. Assist with Budget submission to SOM.
9. Send follow up emails to students after each shift to ensure surveys are completed.
10. Data entry and basic data management utilizing platforms such as Excel and Qualtrics.
11. Assist with faculty onboarding and development opportunities.
12. Send end of year faculty division/department letters.
13. Share duties as the point of contact in case of clinical “emergencies (ie: no shows, weather closures, building issues).

Clinical Immersion Course MS1 (25%)
Assist course leadership team with duties related to the two-week in person Clinical Immersion Course.

1. Schedule space for two-week Immersion Course. This includes putting requests in 25-live and following up

with space coordinator with any additions, cancellations or other changes.

2. Assist with setting up Zoom meetings for virtual events.
3. Manage Canvas course, including annual set up, creating events, and attendance tracking.
4. Enter the course events and materials in Canvas.
5. Support for pre-course planning, scheduling, and tracking curriculum activities.
6. Assist Course Director with creating various faculty and student groups.
7. Assist Course Director with communication to students and faculty.
8. Assist lab team with setting up hands-on laboratories that take place during the course.
9. Set up and attend planning meetings with Course Director and other stakeholders to plan course.
10. Attend sessions as needed and be on-site for two-week course.
11. Post course reporting, planning and distribution of reports needed after two week in person sessions.

Support Lab Manager MS1 and MS2 and MS4 (20%)

1. Assist Lab Manager with in-person lab support
   1. Assist with lab set up
   2. Assist with lab clean up, removal and storage of lab supplies, equipment
   3. Assist Lab Manager with Annual Audit
   4. Assist with procedure development and creation of Lab protocols
   5. Assist with updating technology needed for Lab support, ie updating tablets, etc.

LEAD MS1-MS2-MS3-MS4 (10%)
Assist course leadership team with duties related to LEAD events.

1. Schedule faculty meetings for course leadership. Attend and take minutes at meetings.
2. Schedule weekly admissions sessions with LEAD representatives and send reminders.
3. Assist with MS1 DISC assessment report generation and debrief including: scheduling rooms, ordering food (i necessary), ordering supplies and printing reports.
4. Complete other LEAD tasks as assigned.

Study Prep Material Tracking MS1 and MS3 (10%)

1. USMLE Reimbursements and processing for medical students
   1. Submit ET&R Reimbursements for educational materials
   2. Report out with accuracy student financial requests and reimbursements
   3. Transition from ET&R reimbursements to voucher/subscription processes for AYs 22-23, 23-24, 24-25
   4. Full subscription for USMLE and NBME SHELF vouchers anticipated roll out to all students AY 24-25
   5. Voucher distribution for MS2 students working with Administrative Coordinator annually

Support additional OCA educational activities as needed (5%)

1. Assist with curricular initiatives as part of ongoing curriculum renewals, including taskforce scheduling, meeting support, and minutes
2. Assist other OCA team members with projects as needed
3. Attend pertinent departmental meetings.
4. Take part in professional development trainings to improve individual and OCA team functioning.

Required Qualification

Education/Training

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices.

A bachelor’s degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience required or an equivalent combination of education and relevant experience.

Preferred Skills

Must have strong attention to detail; good time management skills; strong computer skills (including Windows programs) with an aptitude to easily learn new programs; and a proven ability to juggle multiple projects and personalities. Strong communication, relationship-building, facilitation and negotiation skills. Experience in higher education helpful.

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