Senior Program Coordinator

Duke Health | Durham, NC, United States

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Posted Date 7/19/2021
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.

Occupational Summary

The Duke MD curriculum strives to provide both horizontal and vertical integration across the curriculum with the intent of connecting content and making it relevant. To that end, a number of courses have been implemented that span long periods of time, or are longitudinal in nature. This Senior Program Coordinator position, along with a newly hired Staff Specialist, will support the majority of these courses.

The Senior Program Coordinator is a member of the Office of Curricular Affairs (OCA) in the Duke School of Medicine. S/he will report to the Administrative Coordinator of the OCA. The Senior Program Coordinator, along with a newly hired Staff Specialist, will provide administrative coordination and support for students, Course Directors and faculty involved in three longitudinal courses. These courses are the Clinical Skills Foundation (CSF) course that spans three curricular years; the Cultural Determinants of Health and Health Disparities (CDHD) courses that is a two year longitudinal course; and the Capstone course that takes place throughout the entire fourth year.

This position will provide day-to-day coordination of the CSF 1, 2, and 3 courses and will provide oversight and high level coordination for the other two courses. This position will also supervise the Staff Specialist and create a team approach with him/her to support the students and faculty involved in the courses.


Work Performed

1. Provide Clinical Skills Foundation course years 1, 2, and 3 with logistical, structural and curricular support (.45 FTE)

a. Coordinate and attend weekly meetings of Course Directors in order to plan and implement upcoming activities and events that meet course objectives.
b. Attend the course’s large and small group sessions ensuring logistical needs are met.
c. Work closely with the CSF Course Directors in replacing, hiring, tracking, supporting, developing, and ensuring payment of CSF Course Small Group Leaders.
d. Plan, coordinate and administer professional development activities for faculty who teach in the course.
e. Coordinate arrangements for speakers, lecturers and other participants in the CSF Course. This includes scheduling, reserving rooms and other facilities, AV support and communications.
f. Create and monitor course calendars for CSF Years 1 and 2 and ensure calendar and materials in BlueDocs and Box stay accurate and up to date.
g. Work with room scheduler to reserve appropriate rooms to accommodate course schedule.
h. Oversee Ambulatory Care Experience (ACE) including student and faculty assignments.
i. Prepare proposed CSF budgets totaling ~$35,000 and additional requests for upcoming fiscal year and collaborate with Administrative Coordinator to submit budgets.
j. Monitor CSF budgets, confer with Business Manager and Director of OCA about expenses and reconcile faculty expenses in a timely manner.


2. Supervise Staff Specialist for Longitudinal Courses (.30 FTE)

a. Develop and maintain a high functioning team
b. Oversee day-to-day tasks, provide oversight, guidance and mentorship.
c. Provide work assignments, monitor progress and review outcomes.
d. Provide input as needed on course matters regarding CDHD and Capstone.
e. Collaborate with Staff Specialist to prepare proposed CDHD budget and additional requests for upcoming fiscal year.
f. Monitor CDHD and Capstone budgets, totaling $50,000, and provide quarterly updates to Administrative Coordinator.
g. Work as a team to determine needs and deliver results
h. Conduct performance appraisals, promotions, transfers, timecard approval, and vacation schedules.
i. Train new Staff Specialist on medical education, OCA, the MD curriculum.


3. Coordinate and support the Cultural Determinants of Health & Health Disparities and Capstone courses (.20 FTE)

a. In conjunction with the Capstone Course Directors and Staff Specialist coordinate and oversees the administration of the longitudinal Capstone course for 4th year medical students.
i. Work with the Staff Specialist to plan and coordinate the logistics of the course throughout the year, including coordinating planning sessions with Course Directors development of a timeline for all activities and dates due, scheduling course faculty, rooms, and resources.
ii. Oversee budget development, monitoring and reporting.
iii. Provide input regarding course delivery methods, technological solutions, vendors, and educational materials used.

b. In conjunction with the CDHD Course Director and Staff Specialist, coordinate and oversee the administration of years 1 and 2 of CDHD.
i. Work with the Staff Specialist to plan and coordinate the logistics of the course throughout the year, including coordinating planning sessions with Course Directors development of a timeline for all activities and dates due, scheduling course faculty, rooms, and resources.


4. Provide assistance to additional OCA projects and programs (.05 FTE)

a. Attend bi-weekly program manager meetings and bi-monthly all staff meetings.
b. Coordinate physical exam sessions and exams with the OCA Lab Team, Clinical Skills Lab, MedEdIT and Assessment teams.
c. Participate in staff development opportunities.
d. Meet bi-weekly with supervisor (Administrative Coordinator of the OCA).
e. Assist OCA colleagues in projects as needed.

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 three years of experience in program administration or involving academic, instructional, or counseling activities.
  • An individual with excellent organization and time management skills is strongly preferred for this position considering the work performed with multiple stakeholders and competing deadlines.
  • Exceptional communication skills are also vital to the work performed with faculty, staff, students and direct report(s).
  • Previous leadership or supervisory experience is also preferred.

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.


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.

Category
Healthcare & Public Health

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