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.
•  

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 financia