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Employment Type:
Full time
Job Category:
GME Program Coordinator
(This job is no longer available)
Duke University | Durham, NC
Grad Date

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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.

Position Summary

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.

Program Management

* Provide management assistance to Residency Program Director, other faculty, residents, and other departmental staff by supplying clarification of organizational and departmental policies standards, operational procedures, and guidelines.
* Provide appropriate leadership and guidance in conjunction with the Program Director for the overall operation of the Residency Program.
* Assist in the day-to-day management of program operations, many of which are stated in the rest of the job description. 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 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 Department Chair and/or Program Director.
* Participate in the institutional GME program coordinator committee.
* Rapidly acquire and maintain knowledge of national, state and institutional regulations and requirements pertaining to GME programs generally and Anesthesiology Residency Programs specifically.
* Ensure resident education and compliance with national, hospital, departmental, and program policies.
* Prepare and distribute quarterly and semester evaluations of clinical faculty. Coordinate with the Program Director and/or Advisors semi-annual meetings with the trainees to review semester evaluations.
* Prepare and submit monthly supplemental pay report for resident moonlighting. Set, monitor and track trainee supplemental payments, duty hour compliance, and eligibility.
* Conduct monthly billing reconciliation of resident time spent at VAMC and Duke Regional Hospital.
* Renew trainee Visas annually. Complete verification and credentialing documentation.
* Coordinate and attend biannual Clinical Competency Committee meetings prepare a final executive summary of each meeting.
* Update resident milestones data in MedHub and submit milestones data to ACGME by the deadline.
* Create, send and analyze the results of annual faculty and resident surveys of the Residency Program.
* Coordinate Program Evaluation Committee meeting at the end of each academic year. Prepare a final executive summary of the meeting.
* Complete with the Program Director the Annual Program valuation and Improvement Plan and the ACGME Web ADS Update, which includes a detailed reporting of resident and core clinical faculty scholarly activity for the previous academic year.
* Monitor the program budget and act as a purchasing agent for materials and services for the program, at the discretion of the Department Chair and Program Director. Develop a thorough knowledge of residency databases (e.g., ACGME, ABA, FREIDA (AMA), GME Track, etc.) to enhance the residency program and department efficiency.
* Train personnel in use of such systems, as required. Regularly update databases. Interface with the institutional office of GME and work with the Designated Institutional Official (DIO).
* Collaborate with other departments to ensure the continuation of quality resident education.
* Renew Training Letters of Agreement, as needed. Act as the primary program contact for all questions pertaining to the GME software, MedHub. Update and maintain trainee and clinical faculty information in MedHub.
* Annually coordinate the selection of new chief residents, academic chief resident, and teaching scholars. Maintain annual house staff database.
* Administer paper and computer exams to trainees and coordinate practice oral boards. Maintain detailed record of academic performance for each trainee over their four-year training period so that performance can be compared against program and national peers over time.
* Develop other reports for Executive Team, as requested. Communicate with the residents, clinical faculty, clerical staff, and department leadership regarding departmental and program activities, compliance, and deadlines. Organize team meetings and departmental activities, as required.


* Participate in the creation, design, and publishing of all recruitment material available for prospective residents, including web site content and an annually updated recruitment video.
* Develop a Resident Ranking Program and the Match. Organize the annual recruitment of residents within those requirements.
* Develop a thorough knowledge and use of the ERAS national database for resident recruitment.
* Invite selected applicants to interview with the program and handle hotel, shuttle, and meal logistics for approx.150 interviewees. Plan, coordinate and execute the logistics for a minimum of 10 interview days throughout a two-month interview season. Act as the primary contact for clinical faculty interviewers Correspond with interested applicants via email and telephone to address questions about the program.
* Submit rank order lists in the NRMP Match, participate in Match Day and welcoming newly matched residents, and conduct post-match surveys. Onboarding and Outgoing


* Work closely with the GME Office to onboard 14 to 16 new trainees per year, including compliance with the North Carolina Medical Board and the Durham VA Medical Center, processing Visas, and updating internal and external records and databases.
* Order and distribute iPads and paper/e-books to the advanced residents.
* Assist the Program Director and Junior Residency Program Coordinator with logistics pertaining to the advanced resident orientation. Assume full responsibility for the intern orientation.
* Provide all new trainees with lab coats, computer access, lockers, door and pharmacy access, etc.
* Arrange for orientation at the VA Medical Center and all needed EPIC/MAESTRO electronic records training. Coordinate, print, and distribute new residency program photo composite.
* Coordinate the logistics of the graduation banquet including pricing venue, menu, program content, and recognition awards.
* Negotiate any needed contracts and conduct budget reconciliation post-event. From graduates, collect Duke IDs, pagers, etc., deliver diplomas complete exit paperwork, and receive final case logs.
* Create comprehensive Summary Statements for each graduate, to be signed by the Program Director and Department Chair.


* Perform daily supervision and annual employment evaluation of the Junior Residency Program Coordinator.
* The Junior Residency Program Coordinator role is the primary employee in the residency office to process reimbursements, arrange travel for trainees to attend conferences, purchase supplies, organize and publicize lectures, and coordinate two social events per academic year, among other tasks.

Minimum Qualifications


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 each specialty program. Be familiar withthe ACGME Institutional Requirements and pertinent Duke University Hospital institutional policies and guidelines. Maintain continuing education by presenting and attending local, regional, and national meetings. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh