GME PROGRAM COORDINATOR

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.

GME Program Coordinator

Position has the option of hybrid work after 90 days.

Occupational Summary

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

The Graduate Medical Program Coordinator may perform duties including but not limited to

• the administration and management of the program
• planning and coordination of academic, operational, and recruitment activities
• understanding national requirements and ensuring continued residency compliance
• providing sound guidance and advice regarding significant residency program issues
• assisting in the continuous improvement of the educational and cultural environment of the residency
• assist with Program Director calendar

Work Performed

Coordination:

• Support comprehensive and robust annual evaluations of residents, office staff, faculty, and program directly involved with resident education.
• Input and update rotation and DFM schedules in QGenda, MedHub, and/or Duke Box.
• Coordinate and track vacation/sick days in QGenda nd MedHub.
• Coordinate semi-annual 1:1 meeting with Program Director and Residents.
• Participate in the creation, design and publishing of all recruitment material sent to prospective residents.
• Develop a thorough knowledge of and be able to disseminate information regarding requirements of the AAMC National Resident Ranking Program.
• Organize and facilitate the annual recruitment of residents within those requirements, including the interview days.
• Develop a thorough knowledge and use of the Electronic Residency Application Service (ERAS) the national database for resident recruitment.
• Coordinate special events and conference travel.

Compliance:

• Acquire knowledge of current rules, regulations, and requirements that govern a residency.
• Routinely update the residency databases to enhance residency program and department efficiency. Upload this information to ACGME and/or the GME office as needed.
• Ensure resident education and compliance with national, hospital, departmental and program policies.
• Update/track milestones in MedHub and ACGME.
• Create and submit monthly AHEC reports by the 10th of each month.

Excellence:

• Provide management assistance to Program Director, other faculty, residents and other departmental staff by supplying shared clarification of organizational and departmental policies, standards, operational procedures, and guidelines.
• Provide appropriate leadership and guidance in conjunction with the Director for the overall operation of the Residency Program.
• Interface with the Institutional office of GME and work with the Designated Institutional Official (DIO) and their staff.
• Collaborate with other departments to ensure the continuation of quality resident education.
• Communicate with the Residents and the Department Leadership regarding departmental and program activities.

Administration:

• Coordinate and track residency onboarding in conjunction with other division staff.
• Prepare and disseminate to all interested parties departmental and residency program information for departmental meetings.
•  Act as purchasing agent for all materials for the program at the discretion of the Residency Program Director and Divisional Administrator.
• Monitor and facilitate Program Letters of Agreement (PLAs) and Affiliation Agreements (AAs) for residency rotation and electives. Support deadlines, PLAs, scheduling, and evaluations for residency electives.
• Complete alumni verification forms as needed.

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: A minimum of three years of experience. Strongly preferred in graduate medical education.

Familiarity with ACGME institutional requirements and pertinent Duke University Hospital institutional policies and guidelines preferred.

In absence of experience in graduate medical education, a proven track record of strong self-directed program management will be considered.  An excellent candidate will have both a background in medical education and program management.

Benefits of background in graduate medical education would be a knowledge and understanding of the current ACGME Common Program Requirements, Residency Review Committee requirements, and Specialty Board requirements for certification and tracking for each specialty program.

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Skills:

Must have a demonstrated ability to be self-directed, innovative, and motivated to work towards a common goal and/or wider vision with a wide variety of stakeholders such as physicians, residents, and other administrators.

Must have proven track record of efficiency and time management to work under pressure in regard to meeting regular, simultaneous deadlines for various individuals, organizations and institutions.

Must be detail oriented to consistently ensure program and resident compliance with several regulatory entities.

Demonstrable program management skills, specifically around operations, planning, and coordinating.

Required proficiency in the use of computer databases and PowerPoint, Excel, and Word. 

Proficiency in Qgenda strongly preferred.

Minimum Qualifications

Education

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

Experience

A minimum of three years of experience. Strongly preferred in Medical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE guidelines. education. Experience with and knowledge of budgetary and financial processes.Thorough knowledge and understanding of the current ACGME Common Program Requirements, Residency Review Committee requirements, and Specialty Board requirements for certification and tracking for each specialty program. Be familiar with the ACGME Institutional Requirements and pertinent Duke University Hospital institutional policies and Maintain continuing education by presenting and attending local, regional, and national meetings.

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.