Fellowship Coordinator
Company: Duke Clinical Research Institute
Location: Durham
Posted on: November 20, 2023
Job Description:
Apply now
Duke University and Duke University Health System require all
students, faculty and staff to receive the COVID-19 and influenza
vaccines. After you have officially accepted a position at Duke,
you may request a religious or medical accommodation.
Fellowship Coordinator
Work Arrangement:
Requisition Number:
237670
Regular or Temporary:
Regular
Location:
Durham, NC, US, 27710
Personnel Area:
MEDICAL CENTER
Date:
Oct 10, 2023
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. The Radiology Fellowship
Program Coordinator is responsible for the programmatic
accreditation and compliance for 3-5 ACGME and non-ACGME
subspecialty fellowship programs' administration and the fellows.
The coordinator will be the subject matter expert in all ACGME and
Board requirements including interpretation of GME and other
fellowship policies, recruitment, program finance
work/reimbursements, onboarding/orientation, credentialing,
reporting, evaluation, curriculum planning, and process
improvement. Additionally, the role will assist in the day-to-day
operations of the Education Office and serve as a backup
coordinator to the residency and medical student programs. The
coordinator works in partnership with additional Fellowship
Education Coordinators within the Department, the Education
Director, the Chief Administrative Officer, the Vice Chair for
Education and is integral in the development and implementation of
new initiatives.
Work Performed
- Coordinate all administrative and finances for several
Radiology Fellowship programs. Collaborate with the program
director and the GME Office in the daily operational management of
the program(s), as outlined in the ACGME Institutional, Common
Program and Specialty Program Guidelines for Graduate Medical
Education. This position is a requirement of the accrediting
agency, the Accreditation Council for Graduate Medical Education
(ACGME).
- Be a subject matter expert for fellowship requirements detailed
understanding of national accreditation policies as well as a high
degree of initiative and independent judgment. The coordinator will
develop, initiate and/or direct a wide range of programmatic
activities including program planning, project development and
management, recruiting, updating policies, and using databases and
fellowship management software system (MedHub). Monitor and adopt
any changes and updates to national requirements.
- Oversee and monitor the fellowship management system (MedHub),
including, scheduling, evaluation, and compliance requirements for
each program, including evaluation completion, clinical work hour
submission, conference attendance, procedures, etc.
- Compile and analyze data for compliance deadlines, create
review documentation, oversee clinical competency committee
organization/reporting, and ensure milestone data is accurately
submitted.
- Develop knowledge of all Board Requirements for each of the
assigned training programs; ensure trainees are meeting their
expectations on an annual basis.
- Oversee and conduct internal program review as required by GME
in addition to overseeing preparation for external audits by the
ACGME.
- Interact with faculty, fellows, residents, and medical students
and manage internal and external program relations. The position is
essential in training program operations and is a primary resource
for learners, faculty and administrative staff, as well as liaison
between the Fellowship Program Directors, division chiefs, program
faculty, and the GME Office.
- Develop and maintain processes and documentation of files
associated with current fellows and alumni; maintain integrity of
alumni database, work with GME office to ensure verifications are
completed and returned per ACGME guidelines.
- Pilot alumni programs to support recruitment and development
activities for department
- Participate in the creation, design and publishing of all
recruitment material sent to prospective residents. Update all web
and social media sites to keep information current and relevant.
Develop a thorough knowledge of and be able to disseminate
information regarding requirements of the AAMC National Resident
Ranking Program.
- Organize the annual recruitment of residents within those
requirements. Develop a thorough knowledge and use of the NRMS
national database for resident recruitment.
- Have shared responsibility for management of fellowship program
consisting of an approved number of fellows through appropriate
utilization of resources and delegation of
responsibilities.
- Complete all onboarding and offboarding for fellows including
hiring, credentialing, and on and off boarding. Develop a strong
onboarding plan to ensure fellow education and compliance with
national, hospital, departmental and program policies. Assure match
process, evaluations (fellows and programs), and employment
relations are coordinated.
- Manage program for Program Director, other faculty, & 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 Director for the overall operation
of the Fellowship Program.
- Oversee the organization, coordination, and evaluation of
various fellow curricula/resources, including weekly educational
conferences and other required conferences and training.
- Create/update program agreements, malpractice, and offsite
rotation documentation in compliance with Institutional
protocols.
- In conjunction with the Program Director, design and administer
the program's educational curriculum and compile necessary data for
continuous quality improvement and accreditation.
- Report and ensure compliance with procedures regarding
licensing, moonlighting, annual contracts, and initial and
re-credentialing of trainees.
- Represent the department on required
hospital/institutional/national committees at the discretion of the
Chairman/Director of the Department and/or Fellowship Program
Director.
- Participate in the Institutional GME Committee at the
discretion of the Fellowship Program Director.
- In consultation with the Fellowship Program Directors and
Graduate Medical Education (GME) Office, develop the annual program
evaluations and action plans for each academic year, submit all
required documentation to GME and ACGME WebADS. Complete data
compilation and reports for departmental requirements and submit to
CAO.
- Prepare and disseminate to all interested parties departmental
and fellowship program information for departmental meetings as
well as departmental/fellowship policies on a regular basis. May
manage the program budget and approve all expenses. Act as
purchasing agent for all materials for the program at the
discretion of the Departmental Chairman and Fellowship Program
Director.
- Respond to inquiries from applicants, current trainees, alumni,
internal and external customers (including but not limited to other
program coordinators, division administrative coordinators, and
site directors). Requires the ability to interpret regulations and
policies as it relates to the trainees.
Required Qualifications at this Level
Education/Training
Work requires analytical, communications and organizational skills
generally acquired through completion of a bachelor's degree
program.
Job Related Knowledge and Skills:
- Familiarity with general business practices.
- Strong interpersonal and collaborative skills.
- Proactive, analytical reasoning skills, excellent grammar,
vocabulary, writing skills, including policy and procedure
writing.
- High degree of professionalism.
- Communicate effectively in both a written and oral format with
a broad range of individuals, including individuals in a position
of authority.
- Commitment to providing a high level of service and working in
a team environment.
- Ability to simultaneously oversee and organize multiple
projects with competing deadlines.
Preferred Qualifications:
- Knowledge and proficiency in residency or fellowship national
database systems, MedHub (data management systems), and
Smartsheets
- Skill in operating a PC including use of software packages such
as Microsoft Word, Access, Excel, PowerPoint, Adobe Acrobat and
Outlook, and other online programs.
- Knowledge of Student, Residency, Fellowship and Faculty
Development/CME programs.
- Database development and management skills.
Additional Details:
Hybrid work schedule includes office setting on campus and
teleworking; flexible working hours between 8:00 am - 5:00 pm
Monday through Friday. Will be required to work outside of the
standard working hours with advance notice.
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 activities and 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.
Nearest Major Market: Durham
Nearest Secondary Market: Raleigh
Apply now
Keywords: Duke Clinical Research Institute, Durham , Fellowship Coordinator, Accounting, Auditing , Durham, North Carolina
Didn't find what you're looking for? Search again!
Loading more jobs...