Program Scheduler

Work Arrangement: Hybrid (On-Site and Remote mix)

Requisition Number: 249908

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

Personnel Area: MEDICAL CENTER

Date: Nov 9, 2024

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

The Program Coordinator will support the Duke Internal Residency Program, Program Director, GME Program Coordinator, Chief Residents, and Program Leadership as needed. Implement, coordinate and manage activities within assigned program areas for the trainees; develop, coordinate and advise on policy related to programmatic schedules. Apply knowledge and skills to resolve complex and confidential non-routine administrative problems independently or with others, and maintain efficiency in organizational operations.

Work Performed

Develop and distribute all detailed inpatient rotation schedules for the Internal Medicine Residency Program for 14 rotations across three different hospitals by coordinating all competing program requirements
Make operational and programmatic decisions that have a significant impact on the successful achievement of program strategies and objectives; develop, coordinate and advise staff regarding program policy.
Maintain and manage all scheduling software databases to ensure accuracy and consistency
Monitor and evaluate scheduling reports quarterly to ensure the resident’s schedules are meeting all ACGME and ABIM requirements for training
Coordinate meetings with Program Leadership to make programmatic changes based on data retrieved. Coordinate and assist the program educational leads by providing data, setting up meetings to report on trend lines and feedback to further enhance rotation quality
Monitor and evaluate program effectiveness using qualitative and quantitative research techniques; investigate trends, and recommend and implement modifications to improve program effectiveness.
Oversee the development and management of all scheduled educational activities for the trainees, including rotation/clinic shifts, and required didactics and coverage plans. Plan rotational and programmatic strategic initiative planning meetings throughout the academic year while developing and managing the budget for scheduled events. Facilitate and prepare for growth in ambulatory setting of 4+4 and ensure smooth transition once in effect with adherence to ACGME guidelines
Work directly with the Chief Residents, Program Director, Senior Administrator and Program Coordinator to ensure all program scheduled educational activities are being monitored and tracked for feedback and improvements by providing data to implement change; Coordinate and Monitor all academic sessions and ensure evaluations are prepped and sent for feedback. Includes but not limited to, Adam Brock Curriculum, EBM, Academic Half Day, ACLT, etc.
Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives
Interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
Perform other related duties incidental to the work described and as required.

Minimum Qualifications

Education

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
Training and/or coursework in project management is desired.

Experience

Work requires two years of experience in program administration OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or education activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
Experience and knowledge in Medhub system preferred. Experience in academia and/or medical education is desired.

Skills

Proficient in the use of computer databases. Medhub, PowerPoint, Excel, outlook, and Word.
Must have a demonstrated ability in 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 and able to work independently.
A proven capability to work comfortably with physicians, administrators and other healthcare providers at all levels.
Skill in managing assigned projects related to education and healthcare, such as special programs and events, which require significant multitasking.

Job Code: 00002321 PROGRAM COORD
Job Level: 10

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 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.