PROGRAM COORD

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, Program Director and Program Coordinator, the Assistant Program Coordinator shares in the implementation and compliance of all aspects of the management and administration of the Duke University Hospital Dept. of Anesthesiology Residency Program. The Anesthesiology Residency Program is one of the largest residency programs at Duke with 45 residents and15 interns, who train for a total of four years.

The Assistant GME Program Coordinator may perform duties including but not limited to assisting in the administration and management of the program as well as planning and coordinating academic, operational, and financial activities; assist in the development, implementation and ongoing compliance with the program's goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues.; support of the Residency Program Director and GME Program Coordinator. This position is supervised by the GME Program Coordinator (PC), who is accountable to the Program Director (PD), who reports directly to the department Chair.

Work Performed

Program Management

• Manage the day-to-day program operations for the 15 interns, many of which are stated in the rest of the job description, Program Director, faculty staff and other departmental staff by supplying clarification of organization, departmental and program policies, standards, operational procedures and guidelines.

• Design and administer the intern programs regarding conferences, meetings, activities, and events. Compile necessary data for continuous quality improvement and accreditation. Coordinate and maintain resident lectures (2-3x/week), manage evaluation process and track attendance using MedHub and Departmental tracking system.

• Assist in the licensing, credentialing and re-credentialing requirements for residents, including tracking completion and sending reminders as needed to achieve compliance.

• Manage verification and credentialing requests from former residents and current faculty and keep up with filing resident documentation correctly in a timely manner.

• Manage the quarterly and semester evaluations of clinical faculty, which will include prepare and distribute accordingly including tracking completion.

• Mandatory attendance of biannual Clinical Competency Committee and Program Evaluation Committee meetings. Prepare an executive summary of each meeting.

• Mandatory participation in the institutional GME program coordinator committee.

• Manage and coordinate of logistics for annual departmental events.

Trainees

Assist residents with day-to-day needs, e.g., badge access, ACLS manuals, pager equipment, faxes, copies, etc.

• Managing the logistics for residents traveling to meetings/conferences, including registration, hotel, flight, presentation posters and travel reimbursements.

• Manage the process for the intern orientation.

• Work closely with the GME Office to onboard 14 to 16 new trainees per year, including compliance with the North Carolina Medical Board and the Durham VA Medical Center, processing Visas, and updating internal and external records and databases.

• Managing the orientation process at the VA Medical Center and all needed EPIC/MAESTRO electronic records training.

• Order and distribute iPads to residents.

• Provide all new trainees with lab coats, computer access, lockers, door and pharmacy access, etc.

• Coordinate, print, and distribute new residency program photo composite.

• Assist the Program Director and Residency Program Coordinator with logistics pertaining to the advanced resident orientation.

• Assist in organizing and planning month-long orientation for CA-1 trainees: plan daily orientation lectures, schedule rooms, prepare orientation manual documents, prepare full day of meetings, catering, etc.

Trainees

• Assist in residency recruitment including design, and publishing of all recruitment material available for prospective residents, including web site content and an annually updated recruitment video, printing of welcome materials for interview days, printing and distribution of application materials, interview schedule creation, time management through interview day, and other tasks around room preparation and catering.

• Maintain correspondence with selected applicants invited to interview with the program via Zoom.

• Assist in the planning, coordination and execution of the logistics for a minimum of 10 interview days throughout a two-month interview season.

• Develop a thorough knowledge and use of the ERAS national database for resident recruitment.

Program Operations

• Program Director executive support: help draft professional letters of recommendation and promotion; complete hospital privilege requests or submit standard form; help make travel arrangements to meetings for program director. Will have access to Program Director’s calendar.

• Comply with Duke Standards for financial expenditures, recordkeeping and reporting. Maintain secure, timely and accurate records of all financial transactions.

• With the PC, maintain secure and confidential files of resident training portfolios/personnel files, financial matters, evaluations, resident travel/book funds, examinations and surveys.

• Communicate in person and by email, Compose high-level correspondence on behalf of the Education Office and the PD, with professional quality, ensuring clear grammar and accurate information and conforming to established procedures.

• Communicate in person and by email regularly and professionally with residents, faculty, and staff regarding conferences, meetings, activities, and events.

Manage conference room booking, audio visual requests and catering as needed for resident lectures, educational conferences and meetings

• Administer paper and computer exams to trainees (3x/year) and coordinate practice orals (2x/year).

• Maintain memberships for current residents at three Anesthesia-related associations (ASA, IARS, and ASRA).

Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

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

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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 EDUCATIONAND/OR EXPERIENCE

Skills:

• Extremely thorough, organized, attentive to detail, demonstrating ownership and responsibility over all tasks, and ability to complete tasks and solve problems independently.
• Able to take initiative, work independently, and handle multiple priorities effectively in order to meet deadlines and anticipate, think through, and troubleshoot potential problems.
• Adept with computers, including Excel, Word, Adobe, Outlook, and web-based evaluation and reporting tools.
• Able to work professionally and collaboratively in a team-setting consisting of diverse populations of faculty, staff, residents, and fellows. Must have excellent customer service skills and ability to adapt to a fast paced changing work environment.
• Able to analyze, interpret and synthesize information from a variety of sources and clearly present findings verbally and in writing.
• Able to learn and help others adhere to human resources and finance policies.
• Able to learn, understand and apply Accreditation Council for Graduate Medical Education (ACGME) or other subspecialties guidelines.
• Ability to provide guidance and direction to subordinates, including setting standards and monitoring performance.
• 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.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.

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.