Surgery Research & CGSO Fellowship GME Program Coordinator

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

In conjunction with the Surgery Department Chair, Department Director, and Program Directors, the Program Coordinator shares in the implementation and compliance of all aspects of the management and administration of the Graduate Medical Education programs in the Department of Surgery.

The Graduate Medical Education Program Coordinator may perform duties including, but not limited to, the administration and management of the programs as well as planning and coordinating academic, operational, and financial activities; assisting in the development, implementation, and ongoing compliance with programs’ goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues.

This current opening will coordinate the Surgery Research Fellowship Program, the Surgery NIH Grants Program, and the Complex General Surgery Oncology Fellowship Program (ACGME).

Work Performed

Surgery Research Fellowship:

• Coordinating and managing the Surgery Research Fellowship, which requires the oversight of 25 trainees. Acquire knowledge of this program's current rules, regulations, and institutional requirements.
• Ensure that an individual development plan is created for each trainee with their mentor. Monitor milestones and provide agenda items for trainees' monthly check-in meetings with the Research Residency Director/Assistant Director.
• Assist the Program Director or Assistant Director with resident funding related to grants, endowments, lab, mentor, or departmental support. Create an annual report on the cost of each funding area.
• Monitor and reimburse residents for travel related to research. Track the allowed amount and update residents and Program Director as needed.
• Work with the Research Residency Director, Assistant Director, GME Manager, General Surgery Residency Coordinator, and the Director of Education as required.
• Manage the evaluation process of residents, mentors, and the program and provide written summaries.
• Ensure resident research compliance with all sponsor, institutional, departmental, and program policies.

Surgery NIH Grants Administration:

• Manage the Request for Applications (RFA) process for applicants annually.
• Coordinate all meetings - internal Advisory Board, Executive Advisory Board, Primary Investigator grant management meetings, including scheduling, travel, accommodations, agenda, venues, etc.
• Assist in annual written reports for IAB and EAB meetings.
• Coordinate and schedule Mentor/Mentee meetings
• Gather Individual Development Plans (IDP) and annual progress reports from trainees
• Coordinate and track any training required by training grant programs.
• Collect and organize education data for data tables.
• Create and maintain a database of applicant and trainee information for use in NIH Training Data Tables

Complex General Surgery Oncology Fellowship Program (ACGME):

• Provide management assistance to Program Director, other faculty, Division Administrator, and 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 Program Director for the overall operation of the residency programs.
• Assist in the management of operational program activities. Ensure that educational goals and objectives are defined, disseminated, and met as directed by the academic curriculum.
• Manage the annual evaluation process of residents, fellows, office staff, faculty, and program directly involved with resident education.
• Communicate with the residents, fellows, Director of Education, and Department Leadership regarding departmental and program activities.
• Organize team meetings and departmental activities as required.
• Collaborate with other departments to ensure the continuation of quality Resident/Fellow education.

Preferred Experience

• Having, or willing to learn, the intricacies of grant application processes.

Skills

• Proficient in the use of computer databases and PowerPoint, Excel, and Word.
• Must have a demonstrated ability in efficiency and time management to work under pressure in regard to meeting regular, simultaneous deadlines for various individuals, organizations and institutions.
• Must be detail oriented to consistently ensure program and resident compliance with several regulatory entities.
• A proven capability to work comfortably with physicians, administrators and other healthcare providers at all levels.
• Skill in managing assigned projects related to education and healthcare, such as special programs and events, which require significant multitasking.

Minimum Qualifications

Education

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

A minimum of three years of experience. Strongly preferred in Medical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE guidelines 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 with the ACGME Institutional Requirements and pertinent Duke University Hospital institutional policies and Maintain continuing education by presenting and attending local, regional, and national meetings.

Job Code: 00001103 GME PROGRAM COORDINATOR
Job Level: 12

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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.