STAFF SPECIALIST

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:

Responsible for administrative support of the Vice Chair of Education and Education Manager in the Office of Pediatric Education. Responsible for the coordination of special projects within the Office of Pediatric Education, requiring critical, innovative thinking and an independent approach.

Work Performed:

Assist in the planning, coordination and implementation of CME/GME Educational Programming (Grand Rounds, Fellows Core Curriculum, Pediatric Education Day, Chair’s Clinical Case Conference, Senior Associate Research Talks (SARTalks) Fellows Research Conference, etc.)

• Create itineraries for guest speakers

• Arrange travel, hotel, transportation for guest speakers

• Process honorarium checks for guest speakers

• Attend and coordinate technology (Zoom, PPT displays, etc.) 

• Videotape as necessary & send to upload to intranet

• Manage most elements of CME coordination

• Track attendance

• Coordinate special education events (including Education Day, Sidbury Lectureship, Buckley Lectureship, Alumni Grand Rounds, Page Anderson Lectureship, Lenox Baker speaker, Education Day speaker, etc.)

• Create surveys in Qualtrics for CME and other functions and analyze data

• Run reports and compile attendance data for the Departmental compensation and supplemental salary incentive and tracking purposes

Assist in the planning, coordination and implementation of Education Leadership meetings (Grand Rounds Planning Committee, Education Leadership Meeting, Semi-Annual Fellowship Director/Coordinator meetings, etc.)

• Assist with agenda items, minutes, scholarly activities

• Transcribe and share meeting minutes in a timely fashion

Support Resident and Fellowship Programs and Program Coordinators

• Create fellows face sheets

• Maintain Faculty and Fellow development listing

• Update alumni database with graduating fellow and resident information

• Coordinate and organize information for new fellow departmental orientation

• Facilitate Annual APPD dues renewals for residencies and fellowships in the department

• Update Fellows ListServ with outgoing/incoming Fellows

• Assist Fellow Program Coordinators with getting badges for incoming Fellows

Assist with special medical education project coordination

• Assist in the design, implementation and reporting of education surveys

• Assist in the design, implementation, and logistics of education initiatives

Support the Office of Pediatric Education

• Manage day-to-day operations of the office, including reception, mail, phone calls, etc.

• Perform clerical responsibilities and other related duties within the Office (copying, faxing, scanning, filing, etc.).

• Greet and welcome visitors to the office

• Plan, book and facilitate programmatic social events (Durham Bulls Game, Post-Interview Reception, Physical Exam Night, etc.)  

• Make travel arrangements and conference arrangements as needed for Vice Chair of Education and Education Manager

• Manage daily calendar for Vice Chair of Education

o Coordinate the scheduling of meetings and committees for Vice Chair with multiple groups (Grand Rounds, Semi-Annual Fellows Program Director and Coordinator meeting, Education Leadership Meeting, etc.)

o Facilitate interview schedule for Vice Chair (with students, residents, fellows and faculty)

• Support scheduling/calendaring group meetings for Education Manager

• Manage the calendars of nearby conference rooms for reservations

• Develop and distribute weekly conference and monthly Grand Rounds schedules and flyers

• Distribute paperwork and respond to requests for observerships in Pediatrics

• Facilitate updating office of Pediatric Education intranet website information

• Schedule rooms # using 25 Live.

• Clear all expenses in Duke@Work for Office of Pediatric Education

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires four years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.

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.