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General Summary/Overview

With oversight and direction from the Program Director (PD), GME Manager (Manager) and GME Director (Director), the Program Coordinator (PC) is responsible for the operational and academic management of the accredited residency/fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The PC will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining multiple databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Principle Duties and Responsibilities

• Provides full support to the PD concerning program management. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the PD for improvement. May assist in program-level policy development.

• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.

• Provides both administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements and external rotations.

• Assists with department-level trainee orientation.

• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from Manager.

• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial/re-credentialing of trainees.

• Manages materials for specialty-specific trainee exams and may assist with proctoring exams.

• Develops, implements and oversees the maintenance of filing, record keeping, distribution of materials and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.

• Maintains databases with resident and faculty data, including New Innovations and ACGME ADS.

• Manages the evaluative processes of the trainees, program, faculty and rotations.

• Oversees purchasing for the program based on program needs. Assesses equipment acquisition and training needs, and makes recommendations to the PD.

• Assists in planning departmental annual events including recruitment, orientation, graduation, faculty meetings, as well as various meetings and program-related events.

• Organizes meetings and prepares and distributes materials for program conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.

• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program. Maintains program’s website.

• In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.

• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).

• Verifies trainees’ status and activities as needed.

• Main contact for the preparation for ACGME Site Visits and internal reviews.

• Assists in monitoring residents’ duty hours and operative/case experience via regular review of data reports.

• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital departments.

• Performs other duties as assigned by the PD and/or Manager.

Qualifications

• Minimum of 3 years of office administration experience required, preferably in an education and/or a healthcare setting.

• Minimum of 3 years of ACGME PC experience is preferred.

• Bachelor’s degree preferred.

Skills, Abilities, Competencies

• Excellent written and verbal communication skills.

• Extremely organized. Ability to analyze and organize information.

• Ability to handle sensitive information with absolute confidentiality.

• Intermediate knowledge of software applications including Microsoft Word, Excel, Outlook and PowerPoint.

• Ability to make decisions independently or to escalate issues as needed. Must be a problem solver.

• Ability to work in a high demanding, sometimes stressful environment. Must be able to handle stress and work with a sense of urgency.

• Ability to learn new software quickly. Ability to manage several software programs simultaneously.