PROGRAM COORD
Durham, NC
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Job Description
School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health . Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary
Plan, coordinate and administer activities for NIH funded T32/F32/R38 training programs for surgeons and post docs administered through the Department of Surgery.

Work Performed
Make operational and programmatic decisions that have a significant impact on the successful achievement of training program strategies and objectives; develop, coordinate and advise staff in the Department of Surgery and other program constituents regarding program policy. Plan, coordinate and administer activities of training programs to include developing and implementing procedures, processes, services and systems.

NIH Funded Grants

Include but not limited to:
  • Recruitment of residents and other post docs; post openings; compile perspective applicant information and send to internal/external training selection committee for review. Schedule interviews as needed. Work with Business Administrator to generate offer letters and gather necessary signatures. Work with offices and departments within Duke to manage onboarding and orientation to Duke and the training program.
  • Coordinate bi-annual Internal Advisory Board meeting including scheduling, venue selection, agenda development, development of presentation materials and maintenance of meeting minutes.
  • Work with training Directors to develop a standardized individual development plan (IDP) template for all fellows and ensure that copies are maintained in each fellow's electric file.
  • Coordinate the annual External Advisory Board meeting including scheduling, venue selection, agenda development, development of presentation materials and maintenance of meeting minutes. Process honorarium for External Advisory Board members.
  • Maintain list of funding opportunities for fellows and update website with current information. Submit reimbursement requests through Work@Duke for fellows. Monitor travel expenditures to ensure they do not exceed budgeted amounts annually. Manage funding for Fellows eligible for tuition reimbursement for the completion of graduate degrees as part of their training grant. Prepare budgets and grants; monitor, verify and reconcile expenditure of budgeted funds as appropriate. Meet with training Directors quarterly to discuss budget.
  • Verify that stipend levels are correct and that insurance premium payment is set up properly with HR.
  • Facilitate applications and enrollment into CTRP program for trainees. Establish and maintain connections with CRTP program staff to ensure appropriate courses are waived and that slots are reserved for trainees as needed.
  • Maintain current email lists for fellows and faculty.
  • Develop and/or maintain database(s) to track current fellows and faculty. Track project summaries for all current fellows. Track past trainees longitudinally to determine their career path and program success. Maintain current NIH biosketches, CVs for all faculty involved in the T32/F32/R38.
  • With the training director, identify new faculty to support the training mission as needed.
  • Ensure that training reporting requirements are met; submit annual progress reports and training tables.
  • Organize quarterly enrichment seminars for fellows i.e. project updates, guest speakers, etc.
  • Organize, distribute and collect semi-annual evaluations on fellows, their mentors and training directors. Ensure that completed evaluations are maintained in each fellow's electronic file.
  • Maintain current marketing materials for the training programs. Coordinate public relations activities to include conceptualizing and writing newsletters, promotional materials, publications, press releases, ads and fliers. Develop plans and schedules for release of publicity materials.
  • Budget for, and coordinate, public and social events related to the training program.
  • Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives including IRB and IACUC protocol for trainees; interface with external organizations as appropriate to ensure cooperative efforts are enhanced.
  • Coordinate and track Trainee CITI Training and other required training including Gopen writing class.
  • Monitor and evaluate program effectiveness, investigate trends and make recommendations to the training director. Implement any agreed upon modifications.
  • Schedule exit interviews with fellows and training directors upon completion of fellowship. Process all necessary paperwork.
General Surgery Research Program

Include by not limited to:
  • Provide management assistance to Program Director, other faculty, residents, & 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 Residency Program.
  • Assist in the management of program operational activities. Ensure that educational goals and objectives are defined, disseminated and met as directed by the academic curriculum.
  • Represent the department on required hospital/institutional/national committees at the discretion of the Chairman/Director of the Department and/or Residency Program Director.
  • Participate in the Institutional GME Committee at the discretion of the Residency Program Director.
  • Manage the annual evaluations process of residents, office staff, faculty, and program directly involved with resident education.
  • In conjunction with the Program Director, design and administer the program's educational curriculum and compile necessary data for continuous quality improvement and accreditation.
  • Ensure resident education and compliance with national, hospital, departmental and program policies.
  • Communicate with the Residents and the Department Leadership regarding departmental and program activities.
  • Prepare and disseminate to all interested parties departmental and residency program information for departmental meetings as well as departmental/residency policies on a regular basis. May manage the program's budget and approve all expenses. Act as purchasing agent for all materials for the program at the discretion of the Departmental Chairman and Residency Program Director.
  • Organize team meetings and departmental activities as required.
  • Collaborate with other departments to ensure the continuation of quality resident education.
  • Interface with the Institutional office of GME and work with the designated Institutional Official.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level
Education/Training: 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 involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills: Ability to provide guidance and direction to subordinates, including setting standards and monitoring performance.
Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems.
Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan.
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.

Duke University 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.
Job Type Full-time