Duke’s Department of Orthopaedic Surgery has an exciting opportunity to work as a Graduate Medical Education (GME) Coordinator. This position is located at 311 Trent Drive, Durham N.C.
In conjunction with the Department Chair, Vice Chair of Education, Chief Administrative Officer, Education Administrator, and GME Program Director, the GME Program Coordinator shares in the implementation and compliance of the management and administration of the Graduate Medical Education (GME) programs for the Department of Orthopaedic Surgery.
The GME Programs Coordinator may perform duties that include but are not limited to
- planning and coordinating academic, operational, financial activities, and other projects as required;
- assisting in the development, implementation, and ongoing compliance with the programs’ goals and objectives; and
- monitoring changes in accreditation (ACGME) requirements.
Provide assistance to GME Program Director and Assistant Program Directors, faculty, residents, and staff on departmental policies, standards, operational procedures, and guidelines. Assist in the evaluation and implementation of process improvements as outlined in the accreditation system (ACGME), including annual updates, milestone reports, and preparation for ten-year site visits and other activities, as required. Review and submit program and resident information on relevant systems and websites (GME Track, ACGME WebADS, MedHub, departmental intranet, department web site. etc.).
Oversee activities and supervise the Department GME support staff. Assist in the preparation, monitoring, and reporting for grants and contracts for our residents and fellows. Monitor expenditures and reconcile financial statements. Determine and arrange administrative, space, food, CME credit process, and equipment needs for Grand Rounds, Orthopaedic Research Day, symposia, lectures, seminars, and conferences. In conjunction with the GME Program Directors, coordinate committee meeting agendas and take minutes.
Administer ACGME and other relevant surveys, conduct analyses, compile reports, and make recommendations as appropriate to GME Program Directors.
Manage the evaluation process of residents, office staff, faculty, and program directly involved with resident and fellow education.
Acquire and maintain up-to-date knowledge of relevant rules, regulations and institutional requirements.
In conjunction with the GME Program Directors, compile necessary data for continuous quality improvement and accreditation; and disseminate clinical and didactic academic curricula for each program to meet the educational goals and objectives.
Collaborate with other departments to ensure the continuation of quality GME education. Ensure GME education is in compliance with national, hospital, departmental, and program policies.
Develop/maintain a thorough knowledge of residency databases to enhance residency program and department efficiency. Annually update the databases; and compile, synthesize, manipulate, and analyze data. Summarize findings and write reports or portions of reports. Train personnel in use of such systems as required.
Participate in the creation, design and publishing of all recruitment material sent to prospective residents. Develop a thorough knowledge of relevant web-based recruitment programs. Be able to disseminate information regarding requirements and obligations (of faculty in the department as well as applicants to the program) of the AAMC National Resident Ranking Program. Organize the annual recruitment of residents within those requirements. Develop/maintain a thorough knowledge and use of the ERAS national database for resident recruitment.
Manage onboarding of new trainees, including but not limited to – visa and immigration documentation as needed, credentialing documentation and verifications, and other GME and VA requirements. Create and organize orientation activities, curricula, and materials, including information sessions, and required training, and other projects in conjunction with the Program Directors and other relevant parties.
Have shared responsibility for management of residency program consisting of an approved number of residents through appropriate utilization of resources and delegation of responsibilities. Manage and maintain resident files. In conjunction with GME Program Directors, create and manage rotation and clinic schedules to meet educational needs, accreditation expectations, and clinical service obligations. Will manage Qgenda and on-call schedule.
Represent the department on required hospital/institutional/national committees at the discretion of the Department Chair, Vice Chair for Education, Chief Administrative Officer, Education Administrator, and GME Program Directors.
Participate in the Institutional GME Committee at the discretion of the GME Program Directors, and attend the institutional program coordinator meetings.
Interface with the GME institutional office and work with the designated institutional official(s).
Communicate with the residents, fellows, and department leadership regarding departmental and program activities.
Prepare and disseminate to all interested parties fellowship and residency program information for departmental meetings as well as departmental/residency policies on a regular basis. May manage the program budget and approve all expenses. Serve as purchasing agent for all materials for the program at the discretion of the Department Chair, Chief Administrative Officer, Education Administrator, and GME Program Director.
Organize team meetings and departmental activities as required. Assist with scheduling required activities for trainees. Answer and screen telephone calls to assess nature of business. Respond to requests for information and provide assistance. Screen and respond to mail.
Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other material. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures. Compose substantive correspondence and written material. Coordinate travel arrangements. Schedule and coordinate meetings and appointments. Order and maintain inventory of supplies. Perform additional functions incidental to office activities.
The Graduate Medical Program Coordinator may perform duties including but not limited to the administration and management of the program as well as planning and coordinating academic, operational, and financial activities; assist in the development, implementation and ongoing compliance with the program's goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues. Will manage all Fellowship grants and reporting.
Perform other related duties incidental to the work described herein.
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.
Required Qualifications at this Level
Work requires analytical, communications, and organizational skills generally acquired through completion of a bachelor's degree program.
A minimum of three years of experience, strongly preferred in medical education.
Experience with and knowledge of budgetary and financial processes.
Thorough knowledge and understanding of the current ACGME Common Program Requirements, Residency Review Committee requirements, and Specialty Board requirements for certification and tracking for relevant specialty program(s). Familiarity with the ACGME Institutional Requirements and pertinent Duke University Hospital institutional policies and guidelines.
Maintain continuing education by presenting and attending local, regional, and national meetings.
Experience with American Association of Medical Colleges, American Medical Association, and other professional organizations. Experience in EPIC viewing, MedHub, and ERAS.
The position requires excellent written, verbal and organizational skills. Prior experience in development and coordination of educational programs is strongly preferred. Ability to assess educational needs, design educational activities, and evaluate educational outcomes preferred.
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. This position requires performance of these tasks with limited supervision.
Proficient in PowerPoint, Excel, Word, and File Maker Pro.
Demonstrated ability in organization, multi-tasking, and time management.
Detail-oriented to ensure program and resident compliance with regulatory entities.
Capability to work with physicians, administrators, and other healthcare providers at all levels.
Written: Ability to develop and deliver written information to individuals or groups to ensure that they understand the message.
Ability to provide oversight for project(s) and all related activities. Ability to establish a set of tasks and activities associated with an intended outcome and timeline. Ability to ensure actions are performed and/or implemented to achieve the results of the project.
Ability to work independently and follow through on assignments with minimal direction in a highly matrixed environment.
- excellent written, verbal and organizational skills.
- prior experience in development and coordination of educational programs is strongly preferred.
- ability to assess educational needs, design educational activities, and evaluate educational outcomes preferred.
- 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. This position requires performance of these tasks with limited supervision.
- proficient in PowerPoint, Excel, Word, and File Maker Pro.
- demonstrated ability in organization, multi-tasking, and time management.
- detail-oriented to ensure program and resident compliance with regulatory entities.
- capability to work with physicians, administrators, and other healthcare providers at all levels.
- written: Ability to develop and deliver written information to individuals or groups to ensure that they understand the message.
- ability to provide oversight for project(s) and all related activities.
- ability to establish a set of tasks and activities associated with an intended outcome and timeline.
- ability to ensure actions are performed and/or implemented to achieve the results of the project.
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.
Job Type: Full-time
- Graduate Medical Education: 1 year (Preferred)