Staff Specialist, Office of Curricular Affairs

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 Office of Curricular Affairs team is responsible for providing necessary support to faculty and students to ensure that the Duke School of Medicine MD curriculum is delivered and received as is intended.  The OCA has individuals and small teams responsible for supporting and coordinating various portions of the curriculum. 

Each of these curricular pieces are key to our commitment to curricular integration and require faculty and student support and course coordination.  This person will report to an Administrative Coordinator in the OCA.

WORK PERFORMED

Compliance (30%)

Coordinate/Organize Compliance for all Medical Students

1. Oversee process and work closely with multiple stakeholders to rebuild tracking system to ensure students complete all compliance requirements annually.
2. Coordinate with staff at the VA hospital to ensure all students complete required steps and paperwork needed to see patients at the VA.
3. Work closely with MAESTRO/EPIC team to ensure all students have access and are trained to use system prior to starting clerkships.
4. Stay up-to-date on changing compliance requirements.
5. Keep track of off-cycle students so they continue to meet requirements.
6. Assist in tracking compliance requirements in tracking system (Canvas/PeopleSoft).
7. Coordinate annual SOM Annual Flu Blitz for students, faculty, and staff.
8. Manage fit testing compliance for all medical students.

Clinical Immersion Course (20%)

Assist course leadership team with duties related to the two-week in person Clinical Immersion Course.

1. Schedule space for two-week Immersion Course. This includes putting requests in 25-live and following up with space coordinator with any additions, cancellations or other changes.
2. Assist with setting up Zoom meetings for virtual events.
3. Manage Canvas course, including annual set up, creating events, and attendance tracking.
4. Enter the course events and materials in Canvas.
5. Support for pre-course planning, scheduling, and tracking curriculum activities.
6. Assist Course Director with creating various faculty and student groups.
7. Assist Course Director with communication to students and faculty.
8. Assist lab team with setting up hands-on laboratories that take place during the course.
9. Set up and attend planning meetings with Course Director and other stakeholders to plan course.
10. Attend sessions as needed and be on-site for two-week course.
11. Post course reporting, planning and distribution of reports needed after two week in person sessions.

Assistant Director and Curriculum Support (20%)

1. Support Curriculum Committee monthly meetings - including scheduling meeting and taking minutes.
2. Support Curriculum Advisory Group weekly meetings - including scheduling meeting and taking minutes.
3. Order and maintain office supplies for OCA staff.
4. Maintain Assistant Director’s calendar.
5. Reconcile Director’s expenses in timely manner.
6. Schedule meetings and invite stakeholders to variety of meetings. May include arranging space and/or food.
7. Support Assistant Director in event planning.

Support Lab Manager (15%)

Assist Lab Manager with in-person lab support

1. Assist with lab set up.
2. Assist with Point of Care Ultrasound (POCUS) curriculum.
3. Assist with lab clean up, removal and storage of lab supplies, equipment.
4. Assist Lab Manager with Annual Audit.
5. Assist with procedure development and creation of Lab protocols.
6. Assist with updating technology needed for Lab support, ie updating tablets, etc.

Support additional OCA educational activities as needed (10%)

1. Assist with curricular and administrative initiatives including taskforce scheduling, meeting support, supply ordering, and minutes.
2. Assist other OCA team members with projects as needed.
3. Attend pertinent departmental meetings.
4. Take part in professional development trainings to improve individual and OCA team functioning.

REQUIRED QUALIFICATIONS

Education/Training

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 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 required or an equivalent combination of education and relevant experience.

PREFERRED SKILLS

Must have strong attention to detail;

Good time management skills; strong computer skills (including Windows programs) with an aptitude to easily learn new programs;

And a proven ability to juggle multiple projects and personalities. 

Strong communication, relationship-building, facilitation and negotiation skills. 

Experience in higher education helpful.   

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.