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.

Program Coordinator, Third Year Program
Level 10

Occupational Summary
The Program Coordinator will support and coordinate activities of the Third Year Scholarly Experience, the “crown jewel” of the Duke School of Medicine. The Third Year Program Coordinator will be part of the Office of Curricular Affairs (OCA) in the School of Medicine and report to the Third Year Senior Program Coordinator. The Program Coordinator will work as a team with the Third Year Program Director and the Senior Program Coordinator to support medical students in their unique scholarly endeavors during their third year. The Program Coordinator is responsible for providing logistical and technical support in all program areas including the following: coordinating MD students’ diverse educational plans and programs; supporting a large and diverse group of faculty mentors; collecting and sharing data in a variety of ways with a variety of stakeholders; providing input into program processes and procedures; recruiting and supervising work-study student; and developing, planning and implementing events.

Responsibilities and Expectations
General Program Administration (10%)

• Hire and oversee work-study students in the following ways:
  • Advertise opportunity and conduct preliminary interviews with prospective work-study candidates.
  • Train work-study students in program methods and procedures and ensure accuracy of work.
  • Oversee work-study student on a daily basis including assigning work, checking in on progress, answering questions and approving timecards.
• Screen, route and respond to emails from students, faculty, and other stakeholders in a timely manner.
• Work as a team with the Senior Program Coordinator to complete task lists and provide recommended solutions to issues that arise.
• Reconcile procurement cards and other expenses up to 20k annually.

Student Support (35%)

• Track course requirements for 120+ students each year to ensure completion of Third Year Scholarly Experience requirements needed for graduation.
• Support Senior Program Coordinator with student registration process by working with the Registrar’s Office to assure students are properly enrolled in appropriate courses based on their individualized scholarly experience.
• Coordinate the Quantitative and Decision-Making courses by working with the Course Directors to build modules to support the courses in Canvas, post grades by deadline, track student attendance and report non-compliant students.
• Support Senior Program Coordinator and Third Year Course Director in developing and organizing new study programs and certificates for scholarly experience.
• Coordinate events and scholarly experience requirements in a virtual and/or hybrid environment.
• Collaborate with Registrar’s Office to facilitate and coordinate complex and unique student enrollment situations to ensure compliancy.
• Work closely with Office of Physician Scientist Development (OPSD) staff and Registrar’s office to administer scholarships.
• Act as the first point of contact for students who each have project-specific questions and/or requests.
• Work in conjunction with Financial Aid Office to balance student financial aid and scholarship applications.
• Present at student events such as informational sessions, orientation, and student fairs.

Faculty Support (10%)

• Act as liaison with various stakeholders including faculty from numerous clinical and basic science departments.
• Support Third Year Course Director with operational processes
• Act as liaison for ad hoc committees and oversee activities, such as Third Year Curricular Task Force and Duke Ahead.
• Create and distribute student rosters and composites to facility and various stakeholders.
• Prepare data for faculty grants and publications.
• Plan and coordinate monthly Third Year Committee meetings including the following:
  • Meeting logistics: organize and reserve meeting space; order food; prepare documents for both in-person and virtual participants.
  • Take and transcribe minutes with attention to accuracy and timeliness.
  • Confirm mentor approvals and if not approved, obtain the necessary materials for vetting at meetings; and
  • Configure and prepare data creatively using tables and graphs to present at meetings.

Website, Systems and Database Management (35%)

• Work with team from OIT and MedEd IT to investigate, plan, develop and roll out implementation of new student tracking database to maintain all student records including student data, compliance, and requirement tracking.
• Perform high-level tasks regarding technical systems.
• Act as Regulatory Coordinator for IRB/IACUC protocols.
• Investigate and implement Duke Mentor and Student Portal (DMAST) with OPSD for use in tracking mentor and student experience surveys.
• Coordinate thesis grading distribution and grader tracking.
• Work with Duke Medical Center Archivist to design application submission portal for the annual Medical Student Research Symposium.
• Review Medical Student Research Symposium abstract and poster submissions for accuracy and compliance in MEDSpace.
• Maintain all curricular materials in learning management system (Canvas) for third year courses as well as first and second-year introductory courses/events. Includes setting up and populating new courses with users and materials, maintaining existing courses, attendance/roll call, posting announcements as needed and recording grades for all course requirements.
• Oversee maintenance of all DocuSign Forms including editing, and updating existing forms, creating new forms as needed and ensuring accuracy for form routing.
• Maintain and update Third Year website in collaboration with Duke University School of Medicine’s communications specialist.
• Build, distribute and track surveys in Qualtrics.
• Co-manage MyResearchPropsal scholarship website.

Event Coordination (5%)

• Work in concert with Senior Program Coordinator, Program Director, and student committee to plan and deliver largest SOM educational event- Medical Student Research Symposium. Duties include scheduling all logistics including reserving appropriate space; working with various vendors including caterers, poster rentals and moving company; creating and implementing attendance procedures; preparing and working with vendor to print student research book; coordinating faculty judges, students, and event staff during the event; and surveying participants following the event.
• Assist in the scheduling, planning and implementation of student-based events such as various events (both in-person and virtual) including orientation, information sessions and student fair.
• Work closely with the OPSD to coordinate multiple projects including student events.

OCA Support (5%)

• Attend OCA team meetings.
• Participate in staff development op
• Participate in staff development opportunities.
• Meet as needed weekly and check in on task lists.
• Assist OCA colleagues in projects as needed.

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 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

Preference:
Applicants with experience in multilevel office functioning within a team-oriented setting, comfortable with technology and website experience a plus.

Skills

• Excellent written, oral and interpersonal communication skills effectively to work with diverse groups.
• Ability to analyze and evaluate multiple solutions and solve complex problems using well-developed critical & analytical thinking skills.
• Excellent time management skills needed to prioritize among multiple competing priorities.
• Ability to handle multiple tasks simultaneously.
• Strong attention to detail required.
• Strong affinity for technology with the ability to learn new technological systems proficiently.
• Proficient in Microsoft Excel, Word, Adobe, Image Now, PeopleSoft, and SharePoint. Knowledge of Canvas learning management system and DocuSign electronic document formation and signing system preferred.
• Exceptional organizational and coordination skills.
• Proven record of collaboration and teamwork.

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.