Durham, North Carolina

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

Plan, coordinate and administer activities within assigned program areas; develop, coordinate and advise on policy related to specified programs. May exercise full supervision over regular Duke staff.

Work Performed

Make operational and programmatic decisions that have a significant impact on the successful achievement of program strategies and objectives; develop, coordinate and advise staff regarding program policy. 5%

Monitor and evaluate program effectiveness using qualitative and quantitative research techniques; investigate trends, and recommend and implement modifications to improve program effectiveness. 5%

Plan, coordinate and administer activities of assigned programs to include developing and implementing procedures, processes, services and systems; train employees in proper methods and procedures and ensure correctness of work. 5%

Budget for, and coordinate, public events and other related programs; develop and coordinate new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components. 5%

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. 5%

Maintain liaison with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives; interface with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized. 5%

Prepare budgets and grants; monitor, verify and reconcile expenditure of budgeted funds as appropriate. 5%

Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions, transfers and vacation schedules. 5%

Perform other related duties incidental to the work described herein.

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.

Specific to Department of Orthopaedic Surgery, duties include: 

  • Support program directors and leadership in the administrative process for training residents (advertising, accreditation, evaluations, employment, match process, and program details). 5%
  • Support program directors and leadership to complete APEI and ACGME accreditation reports; as well as, update AMA/GME/FREIDA (GME Track) databases, MedHub location percentages, and maintain current program letters of agreement. 5%
  • Monitor trainee case log reporting (ACGME) and trainee completion of yearly survey per accreditation requirements. 5%
  • Arrange resident performance review meetings with program director twice yearly and provide supporting review documents (case log report, evaluations, milestones progress, and commendations). 5%
  • Organize/schedule trainee applicant interviews (review applications along with program director to confirm trainees are eligible for employment, create program information packets, arrange complex interview schedules, and coordinate online/in-person meetings).  Provide letters of intent to matched/appointed applicants. 5%
  • Work with incoming trainees, GME, and department leadership to onboard/terminate trainees (i.e. appointment letters, termination letters, payroll, credentialing, ID badge with access to appropriate areas, parking, etc.). 5%
  • Monitor trainee compliance required for training and/or employment (duty hours, licensure, life support certifications, vaccinations) 5%
  • Completion of verification of training forms, credentialing forms, in-good standing letters, proof of employment, and loan deferment forms. 5%
  • Review and update platform that contains GME and program policies, information, and more.
  • Work with department communication specialist to create blog posts, upload videos, and monitor websites. 5%
  • Provide responses to GME requirements (billing of out-rotations, duty hour violations report, etc.). 5%
  • Prepare materials for teaching, seminars, and conferences (create educational/informational materials, packets/handouts, certificates, sign-in sheets, etc.) and complete any follow-up data collection i.e. surveys/evaluations.  For Grand Rounds, serve as CME coordinator and obtain continuing medical education approval for obtaining AMA PRA category 1 credit. 5%
  • Participate in GME meetings and informational workshops
  • Schedule/coordinate meetings/events, order food, supplies, equipment, etc.
  • Advertise orthopaedic courses and events.
  • Respond to requests/queries for information.
  • Provide status updates to the doctors and residents on various projects.
  • Create/maintain files, databases, reports for various projects.
  • Organize and submit travel expenses for reimbursements.
  • Clearing procurement card purchases.
  • Draft or edit correspondence on behalf of doctors.
  • Maintain calendars.
  • Reserve conference rooms, meeting spaces.
  • Maintain office supplies. 5% (of the remaining items above)
  • Answer phones and screen calls.
  • Act as the point of contact for internal and external clients.
  • Maintain contact lists.
  • Receive, sort and deliver mail.
  • Draft correspondence on behalf of physician.
  • Other administrative support functions relative to those listed above.

 Desired skill set:

  • Professionalism (professional conduct, presentation, behaviors, appearance, communication skills – verbal and written)
  • Critical and independent thinking skills
  • Ability to plan and prioritize
  • Ability to take initiative
  • Ability to manage time independently
  • Attention to detail
  • Ability to follow instructions
  • Ability to identify and address periphery information independently
  • Good judgement
  • Ability to provide good customer service
  • Willingness to cross-cover roles
  • Experience with Microsoft office – Word, Excel, PowerPoint, Outlook, Access, Publisher
  • Experience with MedHub, ACGME, Zoom, Adobe, databases
  • Some prior experience in a professional office setting

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. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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.

 

Minimum Qualifications

 

Education

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 OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activitiesand events.

 

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.

 

Durham, North Carolina

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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