GME Program Coordinator

Duke Careers•Durham, NC

7d•$61,026 - $88,434•Hybrid

About The Position

The Department of Surgery is seeking a highly organized and collaborative GME Program Coordinator to support a complex portfolio of Thoracic Surgery residency and fellowship programs. This role is ideal for someone who enjoys program operations, accreditation, recruitment, trainee support, and working closely with faculty, residents, fellows, and institutional partners. This position requires the ability to manage competing priorities across multiple training programs while maintaining accuracy, confidentiality, and compliance with institutional, hospital, departmental, national, and accreditation requirements. The current opening will coordinate the following Thoracic Surgery education programs: Thoracic Surgery–Traditional Residency Program — ACGME-accredited, Thoracic Surgery–Integrated Residency Program — ACGME-accredited, Congenital Cardiac Surgery Fellowship Program — ACGME-accredited, Joint General Surgery Residency/Thoracic Surgery Fellowship Program, Minimally Invasive Thoracic Surgery Fellowship Program, Thoracic Transplant Surgery Fellowship Program, Aortic Fellowship Program.

Requirements

Work requires analytical, communication, and organizational skills generally acquired through completion of a bachelor’s degree program.
Minimum of three years of relevant administrative experience.
Strong organizational, communication, and project coordination skills.
Ability to manage multiple priorities, deadlines, and stakeholders simultaneously, including simultaneous deadlines for various individuals, organizations, and institutions.
Strong attention to detail to consistently support program, resident, and fellow compliance with multiple regulatory entities.
Proficiency with computer databases and Microsoft Office applications, including PowerPoint, Excel, and Word.
Demonstrated ability to work comfortably and professionally with physicians, trainees, administrators, institutional leaders, and other healthcare providers at all levels.
Skill in managing assigned projects related to education and healthcare, including special programs and events that require significant multitasking.
Ability to exercise sound judgment, maintain confidentiality, and handle sensitive trainee, faculty, recruitment, accreditation, and program information appropriately.

Nice To Haves

Experience in medical education, graduate medical education, academic administration, healthcare administration, or a related setting is strongly preferred.
Experience with and knowledge of budgetary, purchasing, reimbursement, and financial tracking processes.
Thorough knowledge and understanding of current ACGME Common Program Requirements, Review Committee requirements, specialty board requirements for certification and tracking, ACGME Institutional Requirements, and pertinent Duke University Hospital institutional policies and guidelines.
Experience with recruitment and trainee management platforms such as ERAS, NRMP, San Francisco Match, MedHub, New Innovations, or similar systems.
Commitment to maintaining continuing education by presenting at and/or attending local, regional, and national meetings.

Responsibilities

Develop a thorough knowledge of residency and fellowship databases and systems to enhance program and department efficiency. Train personnel in the use of such systems as required and update databases annually or as required.
Participate in the creation, design, coordination, and publishing of recruitment materials sent to prospective residents and fellows.
Develop a thorough knowledge of, and disseminate information regarding, requirements of the AAMC, NRMP, ERAS, San Francisco Match, and other applicable recruitment and matching processes.
Organize annual recruitment activities for assigned residents and fellows within applicable national, institutional, departmental, and program requirements.
Provide management and administrative assistance to Program Directors, faculty, residents, fellows, the Division Administrator, the Director of Education, departmental staff, and other stakeholders by clarifying organizational and departmental policies, standards, operational procedures, and guidelines.
Provide appropriate leadership and guidance, in conjunction with departmental and program leadership, for the overall operation of assigned residency and fellowship programs.
Assist in the management of program operational activities, including curriculum coordination, educational conferences, evaluations, accreditation activities, trainee tracking, reporting, onboarding, and program communications.
Ensure educational goals and objectives are defined, disseminated, tracked, and met as directed by the academic curriculum and program requirements.
Represent the department on required hospital, institutional, departmental, and national committees at the discretion of the Department Chair, Department Director, and/or Residency/Fellowship Program Directors.
Communicate regularly with residents, fellows, Program Directors, faculty, the Director of Education, and departmental leadership regarding departmental and program activities, requirements, deadlines, and updates.