Staff Specialist - GME Assistant Program Coordinator - Psychiatry

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

In conjunction with the Department Chair, Vice Chair of Education, Residency Program Director, GME Administrative Program Manager, and GME Program Coordinator, the GME Assistant Program Coordinator shares in the implementation and compliance of all aspects of the management and administration of the Duke University Psychiatry GME Programs ( Residency and Fellowships)

The GME Assistant Program Coordinator may perform duties include but are not limited to:

• The administration and management of the programs;
• Planning and coordinating academic, operational, financial activities as required;
• Planning and execution of routine and special projects and events as required;
• Administrative support as needed to Program Directors, Associate Program Directors; 
• Serving as backup to GME Administrative Program Manager and GME Program Coordinator as needed.
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This position is supervised by the GME Administrative Program Manager (PM), who is accountable to the Program Director (PD), who reports directly to the Department Chair.

Work Performed

Professional Administrative Duties - 40%        

Assistant GME  Program Coordinator meets regularly with PD and PM to discuss educational activities and the status of projects.

Collects, sorts, and distribute mail; screen and routes faxes and disseminates to appropriate program personnel

Serves as resource for all house staff; Receives inquiries from trainees via office shared email account and triage as necessary to Program Leadership, staff, and others within the department or in other hospital

Assist PD with providing verification of training for current and alumni trainees.

Creates Qualtrics Surveys  when needed for information mining, events, meetings, and general surveys; Updates Surveys periodically depending on tasks .

Creates calendar invites using Microsoft Outlook for weekly meetings as requested.

Ensures AV (computers, laptops, printers) in Education Office and resident area is working properly; Opens help desk ticket with OIT when appropriate to troubleshoot issues

Reserves conference rooms at Duke Regional Hospital and Duke North Pavilion for meetings and educational activities; Reserves SOM event spaces as needed.

Ensures residency office has adequate office supplies; Upkeeps and stocks the resident lounge area in the Residency Office on an as needed basis.

Assists with the  upkeep and maintenance of the secure and confidential filing of resident training personnel and program files

Organizes and Consolidates Information in Residency Program Shared Folders (Box, Shared Drives); Maintains an organized system for creating electronic/paper files for incoming and current residents.

Assist PM with residency related tasks as required by Duke GME, ACGME, and program leadership.

Assist PD and PM with monitoring program compliance according to ABPN and ACGME guidelines.

Prepare reports and correspondence related to highly confidential materials

Drafts and sends communication on behalf of the Education Office and the PD, ensuring clear grammar and accurate information and conforming with established procedures.

Take minutes regarding resident progress and performance as well as suggested corrective action/plans for improvement at semi annual Clinical Competency Committee Meetings.

Assist and coordinate the planning and facilitation of virtual meetings, weekly didactics, residency graduation, lunches and recruitment events through Zoom.

Participate in the Institutional GME Committee at the discretion of the Program Director, and attend the institutional program coordinator meetings.

Education Office Finance Responsibilities - 10% 

Maintains secure, timely and accurate records of all financial transactions; scans and documents all purchases and expenses using internal Fund Allocation Tracking system.

Purchases office supplies for Residency Office via Buy@Duke

Orders shipping supplies for the Residency Office and processes FedEx shipping requests.

Resident Education Responsibilities - 30%  

Routinely assists with updating house staff database information (e.g., unique ID, card ID, address, phone numbers, mailing,  emergency contacts, etc.); ensures information is accurate in Medhub and Duke systems.

Maintains and monitors records of resident/fellow attendance for all required educational activities, including Grand Rounds and Academic Half Day

Responsible for the overall delivery and tracking of trainees evaluations in Medhub; sends the following types of evaluations to trainees and faculty:  resident evaluation of faculty, faculty evaluation of residents, resident evaluation of service/clinic, resident evaluation of program, resident self evaluations, resident peer evaluations.

Ensures residents and faculty complete evaluations by a set deadlines, and creates an organized process for getting outstanding evaluations completed.

Assist Program Director with coordinating the resident semi-annual review meeting process; Ensures trainees have provided required documentation for their semi annual review meeting;  files completed Semi Annual Review notes in trainees folder after meeting with Program Director.

Ensure trainees are at 100% compliance with completing required GME and Duke LMS training and safety modules.

Ensures trainees maintain updated ACLS, BLS trainings; receives Medhub alerts notifying of expiration date; follows up with trainees via email and saves copy in trainees folder (Residency/Fellowship)

Ensures trainees NCMB license are up to date ; sends occasional email reminders to trainees to complete before expiration.

Ensure each trainee has a minimum of three successfully completed CSVEs prior to graduating the Program per ABPN requirements.

Ensures each trainee provides evidence of competence in 1) supportive, 2) cognitive behavioral and 3) psychodynamic psychotherapy, by collecting an original attestation form signed by a qualified supervisor.

Ensures each trainee submits a de-identified forensics case report.

Ensure each  trainee submits a de-identified psychodynamic case formulation.

Ensures the training record for trainees is accurate and complete to facilitate verification of training at the end of training for ABPN certification;

Maintains alumni database and prepares all credentialing documentation for program graduates for PD review.

Event Operations - 20%

Assists PD, PM and PC with planning and execution of routine and special projects and events including: Academic Half Day, orientation activities, graduation, Orientation,  resident retreats, in-service examinations

With PM and PC, will act as on-site contact at events including setup and cleanup of rooms, ensuring AV equipment works etc.

Sends onboarding/welcome packets to incoming trainees via email; includes FedEx return label for collection of documents; delivers completed requirements to the GME office;Tracks the completion of GME onboarding requirements via Medhub

With PM and PC, researches food vendors, caterers, restaurants for special events.

With PD and PM, assists in the planning, organizing and execution of a three month-long recruitment season.

Assist with complex logistics on day of virtual interviews (ensuring applicants join Zoom Meeting on time, ensuring faculty speakers, interviewers and residents join Zoom meeting on time, assisting with moving faculty/applicants various breakout rooms, troubleshooting Zoom issues, etc.).

Preferred Qualifications

 This position requires a specific set of talents for a very busy position, juggling multiple projects at once, requiring a high level of organization, sound judgment and discretion.

 The position requires excellent verbal and written skills, proficiency in Microsoft Office Suite, and a pro-active, can-do approach.

 It is a highly social “front office” position with residents and faculty requesting an assortment of services daily. It also requires the ability to prioritize so that email, spreadsheet and logistics tasks are completed by deadline. This position is perfect for an energetic, high-energy administrative professional who takes pride in his/her work. A Bachelor’s Degree preferred.

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

EXPERIENCE.

Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR

 LOCATION: Hybrid Remote work option available

Minimum Qualifications
Education

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 OR ANEQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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 ofstudy directly related to the specific position may be substituted for the education and two years of the experience requirement.

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 essentialjob 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.