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.
Position will be responsible for GME Fellowship Coordination and back-up support for the Dept Chairs office including support for the Chief Administrative Officer.
Scheduling meetings, answering day-to-day correspondence, scheduling all meetings and ensuring materials are prepared/available.
Reconciling p-card charges (averaging around $125,000/year).
Responsibility as the point of contact for the Fellowship Directors and current Fellows.
Will coordinate fellowship interviews for the 8 divisions in the dept. (18 interview dates. plan/coordinate pre-interview dinner, interview day, including schedule, locations, food, etc. Create schedules for faculty and applicants; update/create brochures, name tags, and evaluation sheets for faculty members. Create ranking list/excel spreadsheet and update after each interview day.Submit rank list through SF Match by deadline. Will monitor, manage, and track incoming Fellows' onboarding and orientation - this includes but is not limited to ordering lab coats, pagers, ID badges, parkingpermits, requesting badge access, setting up net ID and password, requesting scrub access, assisting in orientation schedule.
Ensure Compliance of all sections/division fellows # duty hours and licensure, including ACGME Case Log (monitor), MedHub Evaluations, Fellowship Directory Updates, ACGME Program Updates, Appointment Letters, GME meetings, NRMP Registration. UME/GME - Collect applications and make available to review committee.
Contact for applicants regarding any inquiries. Plan and coordinate interviews. Collect and sort applicant feedback, Submit paperwork if necessary for 1 week rotation, Assist in coordinating information meeting pre and post interviews, Assist with courses. Respond to any inquires/needs from current fellows, incoming fellows, faculty, program directors, GME office or outside sources.
Job Skill Requirements
Assignment typically requires a detailed knowledge of organization's operations, organizational procedures, and personnel.
Exceptional communication skills and written ability. Demonstrate ability and temperament to work with sensitive information.
Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the Chair to both internal and external parties.
Demonstrate attention to detail and decision-making skills to respond to high-pressure situations. Demonstrate exceptional time management skills to plan, manage, and coordinate activities and major functions.
Ability to maintain strict confidentiality.
Preferred Qualifications Experience working in a senior-level executive office is preferred. Must have excellent written and verbal communication skills. Thorough knowledge of MS Word, Excel and PowerPoint is required. Working knowledge of Microsoft business package to include PowerPoint, Access, Word, and Excel (SQL preferred but not required). Knowledge of Duke systems is preferred.