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.

The Radiology Fellowship Program Coordinator is responsible for the programmatic accreditation and compliance for 3-5 ACGME and non-ACGME subspecialty fellowship programs’ administration and the fellows.  The coordinator will be the subject matter expert in all ACGME and Board requirements including interpretation of GME and other fellowship policies, recruitment, program finance work/reimbursements, onboarding/orientation, credentialing, reporting, evaluation, curriculum planning, and process improvement.  Additionally, the role will assist in the day-to-day operations of the Education Office and serve as a backup coordinator to the residency and medical student programs.   The coordinator works in partnership with additional Fellowship Education Coordinators within the Department, the Education Director, the Chief Administrative Officer, the Vice Chair for Education and is integral in the development and implementation of new initiatives. 

Work Performed

• Coordinate all administrative and finances for several Radiology Fellowship programs. Collaborate with the program director and the GME Office in the daily operational management of the program(s), as outlined in the ACGME Institutional, Common Program and Specialty Program Guidelines for Graduate Medical Education. This position is a requirement of the accrediting agency, the Accreditation Council for Graduate Medical Education (ACGME). 
• Be a subject matter expert for fellowship requirements detailed understanding of national accreditation policies as well as a high degree of initiative and independent judgment. The coordinator will develop, initiate and/or direct a wide range of programmatic activities including program planning, project development and management, recruiting, updating policies, and using databases and fellowship management software system (MedHub). Monitor and adopt any changes and updates to national requirements.
  • Oversee and monitor the fellowship management system (MedHub), including, scheduling, evaluation, and compliance requirements for each program, including evaluation completion, clinical work hour submission, conference attendance, procedures, etc.
  • Compile and analyze data for compliance deadlines, create review documentation, oversee clinical competency committee organization/reporting, and ensure milestone data is accurately submitted.
  • Develop knowledge of all Board Requirements for each of the assigned training programs; ensure trainees are meeting their expectations on an annual basis.
  • Oversee and conduct internal program review as required by GME in addition to overseeing preparation for external audits by the ACGME.
• Interact with faculty, fellows, residents, and medical students and manage internal and external program relations. The position is essential in training program operations and is a primary resource for learners, faculty and administrative staff, as well as liaison between the Fellowship Program Directors, division chiefs, program faculty, and the GME Office.
• Develop and maintain processes and documentation of files associated with current fellows and alumni; maintain integrity of alumni database, work with GME office to ensure verifications are completed and returned per ACGME guidelines.
  • Pilot alumni programs to support recruitment and development activities for department
• Participate in the creation, design and publishing of all recruitment material sent to prospective residents. Update all web and social media sites to keep information current and relevant. Develop a thorough knowledge of and be able to disseminate information regarding requirements of the AAMC National Resident Ranking Program.
• Organize the annual recruitment of residents within those requirements. Develop a thorough knowledge and use of the NRMS national database for resident recruitment.
• Have shared responsibility for management of fellowship program consisting of an approved number of fellows through appropriate utilization of resources and delegation of responsibilities.
• Complete all onboarding and offboarding for fellows including hiring, credentialing, and on and off boarding.  Develop a strong onboarding plan to ensure fellow education and compliance with national, hospital, departmental and program policies.  Assure match process, evaluations (fellows and programs), and employment relations are coordinated.
• Manage program for Program Director, other faculty, & 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 Fellowship Program.
  • Oversee the organization, coordination, and evaluation of various fellow curricula/resources, including weekly educational conferences and other required conferences and training.
  • Create/update program agreements, malpractice, and offsite rotation documentation in compliance with Institutional protocols.
  • In conjunction with the Program Director, design and administer the program's educational curriculum and compile necessary data for continuous quality improvement and accreditation.
  • Report and ensure compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
• Represent the department on required hospital/institutional/national committees at the discretion of the Chairman/Director of the Department and/or Fellowship Program Director.
• Participate in the Institutional GME Committee at the discretion of the Fellowship Program Director.
• In consultation with the Fellowship Program Directors and Graduate Medical Education (GME) Office, develop the annual program evaluations and action plans for each academic year, submit all required documentation to GME and ACGME WebADS.  Complete data compilation and reports for departmental requirements and submit to CAO.
• Prepare and disseminate to all interested parties departmental and fellowship program information for departmental meetings as well as departmental/fellowship policies on a regular basis. May manage the program budget and approve all expenses. Act as purchasing agent for all materials for the program at the discretion of the Departmental Chairman and Fellowship Program Director.
• Respond to inquiries from applicants, current trainees, alumni, internal and external customers (including but not limited to other program coordinators, division administrative coordinators, and site directors). Requires the ability to interpret regulations and policies as it relates to the trainees.

Required Qualifications at this Level

Education/Training

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

Job Related Knowledge and Skills:

• Familiarity with general business practices.
• Strong interpersonal and collaborative skills.
• Proactive, analytical reasoning skills, excellent grammar, vocabulary, writing skills, including policy and procedure writing.
• High degree of professionalism.
• Communicate effectively in both a written and oral format with a broad range of individuals, including individuals in a position of authority.
• Commitment to providing a high level of service and working in a team environment.
• Ability to simultaneously oversee and organize multiple projects with competing deadlines.

Preferred Qualifications:

• Knowledge and proficiency in residency or fellowship national database systems, MedHub (data management systems), and Smartsheets
• Skill in operating a PC including use of software packages such as Microsoft Word, Access, Excel, PowerPoint, Adobe Acrobat and Outlook, and other online programs.
• Knowledge of Student, Residency, Fellowship and Faculty Development/CME programs.
• Database development and management skills.

Additional Details:

Hybrid work schedule includes office setting on campus and teleworking; flexible working hours between 8:00 am – 5:00 pm Monday through Friday. Will be required to work outside of the standard working hours with advance notice.

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.

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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.