Program Coordinator, Primary Care Leadership Tract

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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center.

The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Program Coordinator for Primary Care Leadership Tract- 4th year

Level 10

Work Performed

Program Coordinator for Primary Care Leadership Tract (PCLT) (50 %)

• Work with PCLT Program Directors to administratively coordinate and implement all program activities.
• Participate in strategic planning of programmatic components.
• Coordinate and attend planning meetings of all stakeholders including :
• weekly meetings with PCLT Director; and weekly meetings with PCLT leadership team
• Steering Committee, Advisory Task Force, Curricular Leadership, faculty development sessions, and others.
• Execute all aspects of PCLT program events and meetings (including scheduling, communicating, securing space, attending sessions, set up and clean-up of food and distributing materials)
• Oversee and implement recruitment and admissions process for PCLT students.
• Assist in preparation of print and electronic information materials for PCLT.
• Maintain ongoing communication with interested students throughout the PCLT / Duke SOM application process.
• Act as admissions screener to assist in screening all PCLT applicants to help determine the 50 candidates that are given PCLT leadership interviews.
• Schedule student interviews with PCLT interviewers using scheduling assistant in outlook or by reviewing a schedule with PCLT interviewing faculty.
• Confirm by reviewing tracking data for applicant interview schedules at weekly Director meetings.
• Track all PCLT applicants (50 that are selected) and participate in leadership selection committee in selecting those who will get an offer.
• Schedule and staff biweekly meetings for admissions candidate with current students for Q&A and getting to know more about the program from a student perspective.
• Organize and share information from interviews with PCLT directors. Organize this in interview tracker.
• Participate in final selection committee for offers to go to admissions.
• Liaise with SOM Office of Admissions throughout application and admission process.
• Be adept in MS Word, Outlook and Excel to track and organize admissions process
• Coordinate preparation of annual program budget.
• Prepare UME faculty data and annual academic budget, working closely with OCA business manager, PCLT director, and Associate Dean for Curricular Affairs.
• Monitor expenses throughout the year and work closely with OCA Business Manager to reconcile.
• Submit travel and other expenses through Duke's online finance programs.
• Work with Business Manager to ensure timely reconciliation of faculty expenses.
• Provide program with logistical, structural, and curricular support in a timely and efficient manner.
• Coordinate and attend weekly meetings with PCLT Director to plan and implement upcoming activities and events that fulfill program objectives.
• Coordinate and attend weekly meetings with PCLT leadership team
• Attend all PCLT events to provide, pre-event set up, during event support and contact with students, and post event clean up.
• Coordinate and attend orientation activities.
• Work closely with PCLT Directors to recruit, hire, track, support and develop PCLT preceptors. Work with Business Manager to ensure proper and timely payment of all faculty.

Assist director for faculty development planning and implementation.

Assist the PCLT Director in recruiting community teams of care where PCLT students will have ongoing clinical experiences with underserved patient populations.

Maintain ongoing communication and a working relationship with community teams, community leaders, and all sites where students are engaged in clinical experiences.

Update this list and make it accessible to students on CANVAS

Coordinate arrangements for speakers, lecturers and other participants in the PCLT Program. This includes scheduling, reserving rooms and other facilities, IT support and communications, as well as preparing necessary items for meetings (scheduling, communicating, securing space, catering, and materials) for meetings.

This includes assisting Primary Care Seminar directors.

• Plan and coordinate the 1-week Orientation to the Community for MS2 students. This includes organizing site visits by students to Durham & Duke organizations that provide health care delivery and resources for vulnerable populations and arranging skills development sessions with PCLT faculty.
• Support Program Director with all aspects of Leadership Training sessions and Primary Care Seminars.
• Support preceptors and students to secure meeting space and materials for meetings.
• Work with assessment team and clerkship coordinators to schedule shelf exams and other required testing.
• Support Study Program Director and Third Year Coordinator with third year research projects or degree programs as needed.

Liaise with Duke's Community Health Division for teaching and research in the third year.

• Assist in the planning and implementation of course evaluation of the PCLT program by students, stakeholders, preceptors, and program directors.
• Create and manage PCLT Canvas 1-year course to include requirements, materials, resources, etc. for all 4 years of students.
• Manage PCLT website, adding Third Year research projects, new students, graduating students being moved, etc.
• Manage PCLT Canvas page
• Upon confirmation of MS2 preceptors, map out and compile individual student schedules for the academic year by the start of each academic year.
• Confirm and reconfirm preceptor / student arrangements, copying both.
• Ensuring all preceptor updates are reflected on UME faculty data
• Compiling Word document of academic year as well as individual calendars of assignments.
• Work with clerkship coordinators and directors to ensure each program's requirements are reflected on calendars
• Submit and track MedHub evaluations for MS2s.
• Ensure all have been submitted, notifying director if not received after 3rd request so director can take action.
• Work with clerkship coordinators and directors to ensure participation
• Forward to leadership mentor and students
• Request, track, and provide mid-clerkship MedHub evaluations for each student to director
• Schedule director-student individual meetings
• Ensure Qualtrics survey is completed
• Ensure tracking of each PCLT student throughout four years in SOM, residency and five years after including (but not limited to) :
• Preceptor effort for reimbursement
• MedHub Preceptor evaluations of students.
• MedHub Student evaluations of preceptors
• Preparing Qualtrics surveys to assist in tracking during med school, residencies, and beyond.
• Urgent Care requirements during MS2
• Residency matches
• Track changes in jobs / scholarship following residency
• Coordinate and assist in scheduling of VA ED, Duke ED and Duke Urgent Care shifts to fulfill Acute Care requirements for MS2.
• Receive students preferred urgent care shifts
• Schedule Outlook calendar invites for students and urgent care directors, upon Urgent Care leadership's approval of calendar;

updates following UC review for parameter violations.

• Maintain updates / cancellations
• Send weekly emails to all involved Urgent Care sites with student assignments.
• Send biweekly emails to VA contact re : students with upcoming shifts and review calendar for accuracy
• Assist ED Director with calendar and availability for ED shifts
• Receive and track yellow evaluation cards for ED, VA, and Urgent Care shifts and compile data for ED Director for grading at end of year.
• Provide thorough and timely support for PCLT students.
• Provide customized support for up to 32 students (currently) per year.
• Meet with students as needed to provide guidance and track requirements.
• Schedule monthly check-ins
• Oversee and maintain newsletter including distribution through Mailchimp
• Attend monthly Clinical Training Committee meeting
• Oversee and maintain PCLT website.
• Work collaboratively with all stakeholders.
• Recruit and coordinate community partners to provide learning opportunities for students.
• Work with Financial Aid Office re : scholarships, loans, and debt management resources for PCLT students.
• Develop tracking system for MS2s who need to complete certain requirements during MS3 year (due to leave of absence, medical leave, etc.

and work with registrar and clerkship coordinators / directors to ensure completion.

• Plan, coordinate and support professional development activities for faculty
• Plan, coordinate, and attend faculty development sessions, as needed.
• Schedule timing for Behavioral Health course by Dr. Damon Tweedy. Provide program support, as needed, including room reservations, creating Box folder for tracking of assignments and reflections.

13. Grant Applications and Contracts

Assist PCLT Director with preparation of grant applications and contracts in accordance with Duke University's policies and sponsor requirements

Develop plan for at least quarterly PCLT Student newsletters, work with PCLT leadership team to develop content, use Mail Chimp or other services to write and disseminate newletter to students, staff, faculty.

Provide support for planning and implementation of Capstone Course MS4 (35%)

• Provide course(s) with logistical, structural and curricular support to include :
• Meet regularly with Course Directors and Coaches to implement both online and in-person portions of the courses.
• Maintain up-to-date course schedules. Work with various other teams (IT, labs, etc.) to provide needed course support.
• Work with room scheduler to reserve appropriate rooms to accommodate course schedule.
• Copy materials and compile information as needed for team.
• Support in-person portion of courses- weekly and during the entire month of March. Includes (when appropriate / needed) :
• Attend the courses' large and small group sessions and faculty meetings to provide support.
• Order and maintain supplies.
• Order and set up food.
• Track attendance and completed surveys using Qualtrics and Excel.
• Organize and maintain student sign-ups.
• Troubleshoot last minute issues that happen in the moment.
• Coordinate arrangements and payment for guest speakers, lecturers.
• Plan, coordinate and support professional development activities for faculty who teach in the courses.
• Schedule rooms.
• Order and set up food.
• Schedule speakers and arrange for payment.
• Attend sessions to help with coordination.
• Communicate regularly with many stakeholders including students, faculty, coaches, instructors and staff.
• Liaise with staff from various MedEd groups (Room Scheduling, IT, Student Affairs, OCA, Building Coordinator, HR) to provide day-to-day support during course.
• Create, populate and update course in Learning Management Systems (Bluedocs and Canvas) ensuring accuracy for student and departmental needs.
• Make purchases, manage receipts, submit expense reports for purchases and monitor budgets.

Provide support for planning and implementation of ACC Course MS4 (5%)

• Plan, coordinate and support activities for faculty who teach in the courses.
• Schedule rooms and activities
• Canvas - including set up, maintaining, grading
• Student emails
• Schedules for students enrolled in ACC
• Support ACC Course Director and faculty
• Support students enrolled in ACC

Assessment Shelf Exam Proctor (5%)

• Assist MD Program Assessment Team with proctoring SHELF exams
• SHELF exams are scheduled 22 times an AY, for 3-4 hour sessions and proctoring is shared with the assessment team and other OCA Program Coordinators.

Assist with additional OCA projects and programs (5%)

• Attend bi-weekly staff meetings.
• Participate in staff development opportunities.
• Meet frequently with supervisor.
• Assist OCA colleagues in projects as needed.

Education / Training

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program and / or experience with higher education coordination.

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.

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.