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Job Code: 1103
Job Level: 12
Revised Date: 07/01/2014
Job Family: JF 28

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Occupational Summary

In conjunction with the Department Chair, Department Director, and Program Director, the Program Coordinator shares in the implementation and compliance of all aspects of the management and administration of the Graduate Medical Education program.

The Graduate Medical Program Coordinator may perform duties including but not limited to the administration and management of the program as well as planning and coordinating academic, operational, and financial activities; assist in the development, implementation and ongoing compliance with the program's goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues.

Work Performed

Acquire knowledge of current rules, regulations and institutional requirements.

Develop a thorough knowledge of residency data bases to enhance residency program and department efficiency. Train personnel in use of such systems as required. Annually update the databases.

Participate in the creation, design and publishing of all recruitment material sent to prospective residents. Develop a thorough knowledge of and be able to disseminate information regarding requirements of the AAMC National Resident Ranking Program.

Organize the annual recruitment of residents within those requirements. Develop a thorough knowledge and use of the ERAS national database for resident recruitment.

Have shared responsibility for management of residency program consisting of an approved number of residents through appropriate utilization of resources and delegation of responsibilities.

Provide management assistance to Program Director, other faculty, residents, & other departmental staff) by supplying shared clarification of organizational and departmental policies, standards, operational procedures, and guidelines. Provide appropriate leadership and guidance in conjunction with the Director for the overall operation of the Residency Program.

Assist in the management of program operational activities. Ensure that educational goals and objectives are defined, disseminated and met as directed by the academic curriculum.

Represent the department on required hospital/institutional/national committees at the discretion of the Chairman/Director of the Department and/or Residency Program Director.

Participate in the Institutional GME Committee at the discretion of the Residency Program Director.

Manage the annual evaluations process of residents, office staff, faculty, and program directly involved with resident education.

In conjunction with the Program Director, design and administer the program's educational curriculum and compile necessary data for continuous quality improvement and accreditation.

Ensure resident education and compliance with national, hospital, departmental and program policies.

Communicate with the Residents and the Department Leadership regarding departmental and program activities.

Prepare and disseminate to all interested parties departmental and residency program information for departmental meetings as well as departmental/residency policies on a regular basis. May manage the program budget and approve all expenses. Act as purchasing agent for all materials for the program at the discretion of the Departmental Chairman and Residency Program Director.

Organize team meetings and departmental activities as required.

Collaborate with other departments to ensure the continuation of quality resident education.

Interface with the Institutional office of GME and work with the designated Institutional Official.

Required Qualifications at this Level


Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.


A minimum of three years of experience. Strongly preferred in Medical education.

Experience with and knowledge of budgetary and financial processes.

Thorough knowledge and understanding of the current ACGME Common Program Requirements, Residency Review Committee requirements, and Specialty Board requirements for certification and tracking for each specialty program. Be familiar with the ACGME Institutional Requirements and pertinent Duke University Hospital institutional policies and guidelines.

Maintain continuing education by presenting and attending local, regional, and national meetings.



Proficient in the use of computer databases and PowerPoint, Excel, and Word.

Must have a demonstrated ability in efficiency and time management to work under pressure in regard to meeting regular, simultaneous deadlines for various individuals, organizations and institutions.

Must be detail oriented to consistently ensure program and resident compliance with several regulatory entities.

A proven capability to work comfortably with physicians, administrators and other healthcare providers at all levels.

Skill in managing assigned projects related to education and healthcare, such as special programs and events, which require significant multitasking.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University 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 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.