Program Coordinator

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.

The Program Coordinator in the Office of Continuing Medical Education (OCME) will work as part of the OCME team to support the Department of Surgery in planning and implementing continuing medical education (CME) activities for the Divisions within Duke Surgery. This position will report to and work with the OCME Program Director in performing their duties. They will also work across departments and divisions to plan and administer educational events and provide continuing medical education credits. This hybrid position requires in-office days, on-site event attendance, and potential travel. CME activities include in-person, virtual, and hybrid conferences such as grand rounds and M&M conferences, symposiums, workshops, webinars, and other special events. The Program Coordinator must have strong communication, presentation, and professional skills, be customer and team-focused, and be able to work independently and adapt to changing priorities.

Work Performed

Surgery Grand Rounds and M&M conferences are considered CME activities. If assigned and after a reasonable training period, a work balance focus of no more than 60% FTE on Surgery Grand Rounds/M&M is expected, with the remaining time dedicated to supporting other CME activities.

Program Management (55%):

Working as part of the OCME team, make operational and programmatic decisions that impact the successful development, accreditation, financing, coordination, and implementation of Duke Surgery CME conferences and activities, as assigned.

Develop and launch registration and program sites using the appropriate software and related websites. Investigate, recommend, and implement event technology tools to maximize engagement and provide added value.

Research, evaluate, and select venues for educational courses. Manage all conference arrangements leading up to and during the event, including working closely with hotel vendors for all logistics such as meeting and exhibitor space requirements, catering, audio-visual and electrical needs, room blocks, and all other needs as identified during planning.

Participate in/lead planning and post-conference meetings to ensure updates and open items are presented and resolved without interrupting the planning timeline.

Establish event goals and objectives with Faculty Course Director(s) and develop metrics to determine success through key performance indicators and insights measured through surveys and evaluations. Ensure course evaluations follow grant requirements, program needs, and planning committee requests as necessary. Analyze, evaluate, and summarize feedback data to create evaluation summaries provided to Course Directors, planning committees, and industry partners.

Lead on-site conference implementation including but not limited to set-up, registration, facilitation of speaker, attendee, and exhibitor materials, presentations, catering, schedule changes, audiovisual/streaming, and any other on-site needs. Troubleshoot all on-site emergency issues to ensure minimal impact on participants.

Planning and Administration (25%):

As part of the OCME team, make planning and administrative decisions that impact the success of Duke Surgery CME conferences and activities, as assigned.

Collaborate with planning committee members, including the Course Director, on the educational format and audience interaction methods for various activities and public events; advise and recommend innovative (virtual, hybrid) event formats based on goals/objectives.

Facilitate CME accreditation as necessary, including developing and submitting application components.

Prepare, monitor, and reconcile budgets for final financial reconciliation under the direction of the Program Director. Assist with the preparation and submission of grant requests as directed. Develop letters of request, gap analyses, and all other grant process requirements. Assist with exhibitor solicitation as requested by the Program Director.

Manage the logistics of faculty, attendees, staff, and sponsors for all in-person, hybrid, and virtual events as needed.

Throughout the course lifecycle, regularly communicate with and provide updates to the Program Director, course faculty, guest faculty, Duke CEPD, third-party meeting management company (if applicable), professional associations, sponsors/exhibitors, hotel management, etc.

Work cross-functionally and collaboratively with Duke Surgery Marketing & Communications, Duke Legal and Procurement, Duke Office of Research Contracts, Duke E-Commerce, Duke Clinical Education and Professional Development, Duke Surgery Finance, and Duke Surgery IT, among other Duke and outside agencies.

Marketing 15%

Aligning with Duke’s branding, create a marketing plan and related materials to market CME activities effectively.

Produce brochures, bulletins, email blasts, syllabi, and other promotional materials and/or publications, prepare press releases, design ads, and fliers, and respond to inquiries. Develop plans and schedules to release publicity materials, and in some cases, use appropriate software to release communications to potential audiences.

Scheduling 5%

Coordinate with the Duke Surgery CME Program Director to plan vacation and hybrid workplace schedules. Coordinate the schedule to align with planning and implementing CME activities and events and in-person requirements.

Assist in scheduling CME activities and/or lead the planning schedule for Surgery Grand Rounds and M&M Conferences, working with the Vice Chair of Education, as assigned.

Perform other duties related to the work described herein and as assigned.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Preferred Qualifications

Demonstrated Experience in one or more of the following: administrative management, continuing education and marketing

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 OR AN 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.

Skills

Effective use of software and knowledge of Microsoft products, demontrated time management and organizational skills, ability to lead committees, attention to detail, and strong communcation skills including presentation skills.

Job Code: 00002321 PROGRAM COORD

Job Level: 10

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Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job 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.