PROGRAM COORD
Duke University - durham, NC
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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. Occupational Summary: Plan, 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. Work Performed: Clinical Pathways: • Provide administrative support to the Clinical Pathways Program, including pathway dates and communicate with key stakeholders regarding any changes/revision; update or add information to intranet and into Duke Box • Partner with leaders of pathways if admin assistance is needed to develop and appropriately meet expectations of format/requirements for website Administrative Support: • Provide administrative support to Departmental Vice Chair leaders (i.e. Vice Chair of Clinical Affairs and Vice Chair of Quality), including calendar/scheduling support, searching/printing data reports, creating presentations/templates, and developing processes at the direction of leadership. • Coordinate meetings, seminars, and other requests at the direction of the respective Vice Chair. • Control and maintain and maintain budget expenditures and inform appropriate staff members of financial status of various projects and/or matters of significant financial impact, including ordering and submitting expense reports in Concur OPPE: • Receive data bi-annually for all faculty and APPs assigned to the Department of Pediatrics • Pull division OPPE reports for each department/division for each provider and place on individual PDF page for use and distribution; create a summary analysis for entire department and by division • Update communications to division directors, senior business managers, CVO, and faculty/APPs; email/communicate those listed previously with OPPE information (under threshold, availability to review, etc.), review and collect ad hoc reports for providers that need them • Collate all reports for review by department leadership and send to CVO • Send reminder emails to division director that OPPE cycle has started to remind their respective division; per division, pull/email reports to division chiefs to provide insight into how their team is doing and identify areas of improvement for faculty and APPs • Update OPPE fast facts document when changes are made to data or process and upload to intranet FPPE: • Receive monthly data and track status of completion & submission to CVO • Work with division director or supervising physician to complete their part of the FPPE report; work with provider to reach out to an admin member to complete their part of the FPPE report; review completed reports and route to division director for approval, collate finalized reports and send to CVO; follow up with division directors, supervising physicians, and/or admins on outstanding FPPEs; fix any errors on the reports if returned from CVO • Create yearly folders in private drive per provider for organization of their FPPE reports • Update FPPE fast facts document when changes are made to the process and upload to intranet QQI: • Receive list of credentialed faculty and APPs up for renewal to provide their OPPE (may include FPPE report and/or ad hoc) data for past 2 years • Manage/create folders in private drive for the year requested and each provider; using cover sheet provided Improvement Science Leadership Program Maintenance of Certification (MOC 2 & 4) • Manage the CME and MOC2 application process and submit the application to Duke Continuing Education's website during the respective calendar year; download CME codes from Duke Continuing Education website and upload to appropriate Duke Box folders • Secure Grand Rounds date for final presentation with Peds Education Office • Schedule planning, scoring, and debrief meetings with Admin Team (e.g., Performance Services, Vice chair of Quality, Pediatrics Director of Improvement Sciences) to discuss projects and answer questions about application/course before MOC application • Create calendar invites and complete room reservations using systems like 25Live and order food for in-person sessions; update master agenda during the course of the year as speakers are selected • Order materials (e.g., books/supplies) for meetings; prep items (e.g., laminate reference sheets); provide speakers with applicable documentation (e.g., past slides) • Create/edit attendee spreadsheet, MOC credit spreadsheet, MOC documentation form to be signed by Pediatrics Director of Improvement Sciences, and MOC onsite moderators report to be signed by Vice Chair of Quality • Maintenance of Certification (MOC 4). Create and organize MOC 4 application documents for each team. Add to portfolio on ABP's Maintenance of Certification Activity Manager (MOCAM) Course Administration: • Attend planning committee meetings with Pediatrics Director of Improvement Sciences to create agenda; identify speakers for future sessions and provide them with previous presentation materials; and requests any updates/edits and provide speakers with timeline (including the start/end time of presentations) to return all presentations materials • Schedule and coordinate arrangements (e.g., sending calendar invites, food ordering, updating master agenda, creating Zoom invites, room reservations, ordering/prepping materials/supplies) for seminars and training, meetings and speaking engagements; attend meetings to provide information and serve as a resource person; send materials to attendees after sessions • Manage the maintenance of the following Quality intranet pages: Quality Program, Improvement Science Leadership Course (ISLC), and Clinical Pathways (e.g., clinical pathways toolbox to assist leaders create their pathway) • Partner with the Vice Chair for Quality to increase audience participation on intranet pages utilizing engagement tactics 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 ORAN 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.
Created: 2024-10-01