Program Coordinator, Third Year Program

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.

SUMMARY

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 Assistant Dean for Scholarly Experience, Associate 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.

RESPONSIBILITIES and EXPECTATIONS

Student Support

• Track course requirements for 120 students each year to ensure completion of Third Year scholarly experience requirements needed for graduation.
• Act as student communication liaison and provide recommended solutions to issues that arise.
• Support the 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.
• Support the Quantitative and Decision Making course directors to build student lists for Canvas courses and provide additional support when needed.
• Assist the Assistant Dean for Scholarly Experience, Associate Program Director, and Senior Program Coordinator in developing and organizing new study programs and certificates for scholarly experience.
• Assist the Assistant Dean for Scholarly Experience, Associate Program Director, and Senior Program Coordinator with events in a virtual, hybrid, and/or in-person environment.
• In conjunction with the Senior Program Coordinator, collaborate with Registrar’s Office to facilitate and coordinate complex and unique student enrollment situations to ensure compliance with School of Medicine and federal policy.
• Work closely with Office of Physician Scientist Development (OPSD) staff and Registrar’s office to administer scholarships.
• Work in conjunction with Senior Program Coordinator to support the Financial Aid Office to balance student scholarship awards.
• Present at student events such as informational sessions, orientation and student fairs.

Faculty Support

• Plan and coordinate monthly Third Year Committee meetings with the Third Year team, 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
• Support Assistant Dean with operational processes
• Liaise with various stakeholders including faculty from numerous clinical and basic science departments.
• Create and distribute student rosters and composites to facility and various stakeholders.
  • Configure and prepare data creatively using tables and graphs to present at meetings.

Website, Systems and Database Management

• Coordinate the Third Year Conference Travel Award and poster reimbursements for students participating in oral or poster presentations at national conferences    
• Superintend the Duke Mentor and Student Portal (DMAST) for tracking mentor and student experience surveys with the direction of the Senior Program Coordinator.
• 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 and update Third Year mentor and scholarship websites in collaboration with Duke University School of Medicine’s communications specialist.
• Build, distribute and track student surveys in Qualtrics.
• Work closely with OPSD to coordinate Third Year scholarships, including website management and communications with scholarship coordinator.

Event Coordination

• Work in concert with Third Year Leadership and student committee to plan and deliver largest SOM educational event- Medical Student Research Symposium
• 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.

OCA Support

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

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 Office and Adobe applications. Knowledge of Qualtrics, Canvas learning management system, and DocuSign electronic document formation and signing system preferred.
• Exceptional organizational and coordination skills.
• Proven record of collaboration and teamwork.

DEPARTMENTAL PREFERENCE

Applicants with experience in multi-level office functioning within a team-oriented setting, comfortable with technology and website experience a plus.

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. 

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.