Share this Job

Duke University and Duke University Health System require all students, faculty and staff to receive the COVID-19 and influenza vaccines.  After you have officially accepted a position at Duke, you may request a religious or medical accommodation.

Program Specialist-Full Time-Duke Primary Care- Oxford and Henderson, NC

Work Arrangement: 
Requisition Number:  170988
Regular or Temporary:  Regular

oxford, NC, US, 27565

Personnel Area:  DUKE PRIMARY CARE
Date:  Jun 9, 2022

Duke Primary Care is the largest primary care network in the greater Triangle area with family medicine and internal medicine providers, and pediatricians in 34 locations throughout the Triangle.



Program Specialist-Full Time-Duke Primary Care- Oxford and Henderson, NC




Position Summary

A GME Program Specialist administers and manages all aspects of the accredited residency program.  Alongside the Program Director, the Program Coordinator oversees compliance with the ACGME program requirements, American Board of Medical Specialties, Department of Homeland Security and the Educational Commission of Foreign Medical Graduates. 


This position serves as point of contact for applicants, incoming, current and past trainees and assists them with resolving any issues that may arise in their Training Program.  This position is integral to the trainee onboarding and exit processes by managing NRMP and ERAS databases, running reports, selecting the resident trainees’ interview pool, setting up interviews, special events, graduation and managing the budget set aside by the program.


Throughout the residency, this position must oversee and manage actions regarding:

  • MedHub Database and Compliance Alerts.
  • Compliance issues with GME.
  • Liaise with Visa Services, Department of Homeland Security and ECFMG for international resident compliance.
  • Preparing the program for JCAHO (TJC) and NAS.
  • Mentoring new Program Coordinators and Directors.
  • Implementing ongoing compliance with the programs goals and objectives.
  • Monitor and advise Program Director of any changes in program requirements.
  • Provide guidance regarding residency program issues.
  • Assisting in or administering the rotation schedule.
  • Working with confidential and sensitive HR, fiscal, and regulatory specific information.
  • Participating in continuing educational opportunities by attending local, regional and national meetings.
  • Ensuring accurate reporting for financially important metrics, such as CMS billing for trainees.
  • Maintaining high scores for the Departmental Scorecard.
  • Pursuing TAGME Certification once eligible (if applicable)


Position Duties


Work independently in organizing and prioritizing work, ensure procedures are maintained, timely flow of work through the office occurs, and advise the Program Director, when necessary. 


Duties include but are not limited to:

  • Program Administration and Supervision Duties
    • Manage the documentation and reporting of educational activities to local and national accrediting bodies.
    • Administrative oversight and responsibility for documenting and reporting of educational activities for the residents to Accreditation Council for Graduate Medical Education (ACGME), American Association of Medical Colleges, American Medical Association, and other professional/Board associations as required.
    • Oversee and manage all program(s) trainee compliance with local, state and national mandatory compliance regulations.
    • Lead the accreditation review process for each training program and participate in the site visit to ensure continued program accreditation.
    • Prepare learning materials and educate faculty and residents in preparation for CLER visit.
    • Coordinate a robust assessment strategy for trainees, faculty, and program; analyze data obtained to create continuous quality improvement of the program.
    • Coordinate and administer specialty board(s) In-Service Training Exam.
    • Participate in the development of remediation/corrective action plans with the Program Director and other program leadership and oversee compliance with such plans.
    • Execute the annual program evaluation; assimilating data and implementing an action plan.
    • Initiate new and maintain existing Training Letter of Agreements, Affiliation Agreements, and any other necessary documents for residents rotating to external sites; complete accurately prior for submission to Legal Counsel and DIO for ECMS approval.  This requires negotiation and coordination with outside institutional officials, and Duke Legal Counsel.
    • Participate in Annual Program Evaluation and Improvement of other programs as a member of the APEI Team and participate in preparing a final report.
    • Participate in GME and/or hospital leadership task force committees, monthly GME PC meeting, workshops and serving as a mentor to new coordinators.
    • Identify, incorporate and facilitate workshops on programs’ best practices or when new requirements are implemented. 
    • Serve as a resource and provide knowledge to Program Director and other faculty, residents, and departmental staff by supplying shared clarification of organizational and departmental policies, standards, operational procedures, and guidelines and ensure trainee compliance.
    • Develop and manage processes for Clinical Competence Committees (new for most programs).
    • Develop assessment tools and reports for ACGME milestones, in conjunction with MedHub Administrator, faculty and Clinical Competency Committee members.


  • Recruitment Duties
    • Coordinate recruiting of applicants, including marketing the program to applicants.
    • Meet regularly with leaders to discuss recruitment needs, evaluate progress and create recruitment and succession plans.
    • Participate in the development of all recruitment materials sent to prospective applicants, ensuring all policies and processes are in compliance with all federal, state, and local guidelines
    • Plan, implement, and oversee the residency interview process, including responding to applicant inquiries, maintain computer database, screening of all applications, organizing residency interviewing, and selection.   Adhere to all selection, recruitment, and employment guidelines (federal and institution).
    • Creates, disperses, and collects interview assessments.
    • Advises leaders or selection committees on interviewing and candidate selection.
    • Trains leaders and selection committee on the recruitment process and hiring requirements.
    • Advises faculty of recruitment guidelines, adhering to OIE policies.
    • Researches local and national trends in the field of trainee recruitment. 
    • Assists with the onboarding process
    • Ensures offer letter and contract are generated and accurately reflect the terms of hire.
    • Oversees the new hire process
    • Maintains ongoing efforts to retain trainees, including check in on first day as well as the 1 month and 3 month mark to see how new position is going and assist in getting any problems resolved.
    • Organize and host annual new trainee welcome reception and facilitate program specific orientation reviewing expectations and requirements.
    • Ensure all policies and processes are in compliance with all federal, state, and local guidelines.
    • Manage program details of VISA application and renewal for applicant/trainee’s employment according to regulatory and government agencies.


  • Financial Duties
    • Manage trainee schedules to ensure accurate billing to external entities. (Schedules are used as a primary source of billing data as well as IRIS report generation, which supports the Medicare cost report.)
    • Resolve questions regarding schedules and rotations in relation to Medicare/Medicaid Cost Reports with DUHS external reimbursement.
    • Prepare budgetary recommendations by considering past requirements and monitor expenditures.


  • Human Resource Management
    • Recommend various personnel actions including, but not limited to, hiring, performance appraisals, and promotion.
    • Verify appropriately all exiting and transferring requirements for trainees completing or otherwise leaving the program.
    • Supervise maintenance of all trainee personnel files, including confidential evaluation and counseling records, including all peer review materials.
    • Advise trainees of FMLA option and impact on Specialty Board requirement. 
    • Prepare documentation for any trainee leave, or interruption in training, following institution and federal guidelines.
    • Verify residents training in accordance with legal and HR requirements to ACGME, ABMS boards, licensing agencies, and future programs and employers.


  • Technology
    • Supervise the development of program(s) website, ensuring current and accurate information. 


Preferred Qualifications

Bachelor’s Degree Preferred, but will also consider Associates Degree with combination of education and minimum three years of relevant medical education experience.  A successful candidate will demonstrate abilities in the following areas:

  • Critical thinking
  • Efficiency and time management
  • Ability to work independently
  • Ability to maintain multiple time sensitive tasks under pressure.
  • Detail oriented and accurate
  • Discern and prioritize at risk situations and involve the necessary parties to assist.
  • Outstanding communication skills when working with faculty, administration, trainees, staff and applicants.
  • Must have relevant experience with web-based evaluation programs, excellent computer skills in MS Office Suite and web-based databases.
  • Must have experience with and knowledge of budgetary and financial processes.
  • Must maintain continuing education by presenting and attending local, regional, and national meetings.
  • Must have a thorough knowledge and understanding of the current ACGME (The Accreditation Council for Graduate Medical Education) 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 guidelines.



Required Qualifications at this Level

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program with one year of experience in program administration or event production.



Two years of postsecondary education with three years of experience in program administration or event production.




Job Level: D2


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.

Nearest Major Market: Raleigh