Description

POSITION SUMMARY:

The GME Program Coordinator (PC), under the direction and supervision of the GME Director is responsible for assisting in the administration of the residency program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Program Requirements. The PC provides administrative support to the residency program and Program Director of the residency, Chief Residents, and provides support to faculty, residents, and fellows. The PC additionally will interact with faculty, residents, fellows, medical students, and institutional and regulatory administrative offices as directed by the GME Director.

POSITION EDUCATION:

• Bachelor’s degree

QUALIFICATIONS­:

• Advance Secretarial Experience is required
• Exceptional organization skills.
• Ability to independently prioritize work.
• Ability to utilize resources effectively.
• Critical thinking and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to adapt and adjust to new or changing situations.
• Exceptional interpersonal and communication skills.
• Ability to maintain confidentiality.
• Understands the dynamics and objectives of the residency/fellowship programs and their relationship with the primary institution and participating institutions.
• Understands the management structure of the residency and maintains effective relationships with supervisors and co-workers.
• Understands general human resource functions and principles.
• Understands general financial and budgetary processes and principles.
• Understands principles of record keeping and confidentiality (including HIPAA compliance).
• Understands ERAS software and applications.
• Able to organize, schedule, and prioritize work for self and others to meet deadlines.
• Able to utilize interpersonal skills to work effectively with others.

Computers and Technology

• Demonstrates proficiency with computer applications, online resources and equipment utilized by the department and institution.

POSITION RESPONSIBILITES:

1. Coordinates the Residency/Fellowship Program to include:

1. Coordinate the daily operations and logistics for the program
2. Adhere to procedures and systems that ensure orderly and timely workflow
3. Maintain knowledge of current medical licensure requirements, immigration policies, ACGME accreditation and institutional requirements
4. Implement and update program databases
5. Coordinate with Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules
6. Coordinate outside electives which include applications to hospital(s), malpractice coverage confirmation, and evaluation forms
7. Process resident and faculty professional organization memberships
8. Prepare and distributes the yearly and monthly assignment schedules of the residents
9. Distribute, collect, and tabulate all evaluation forms regarding residents, rotations, and faculty and generates feedback for appropriate follow-up and reporting
10. Maintain confidential resident and fellow files
11. Coordinate Grand Rounds to include scheduling speakers, arranging speaker’s travel and accommodations, and coordinating Grand Rounds presentation
12. Arrange BCLS, ACLS, PALS, and ATLS and re-certification training courses
13. Assist with resident travel and accommodations for national conferences
14. Serve as liaison with other departments and affiliated institutions
15. Maintain residency committee meeting minutes and develops reports as requested
16. Prepares check requests, travel authorizations, fund reimbursements, and expense reports.
17. Maintains necessary records for Medical Education and/or Accounting Department
18. Maintain biographical information on all residents and update information on alumni
19. Handle highly confidential material for residency, fellowship, faculty, and institution.

1. Coordinates the ACGME Accreditation and Reporting Requirements to External Agencies/Organizations:
2. Compiles, updates and submits reports to ACGME/AOA, American Association of Medical Colleges (AAMC), American Medical Association (FREIDA), and other professional organizations as directed by the Program Director and/or GME Office (GMEO).
3. Compiles, tabulates and reports data for surveys, questionnaires, census reports, accreditation reports and documents required by internal and external agencies as directed by the Program Director and/or GMEO.
4. Coordinates resident semiannual review.
5. Collect necessary information for developing appropriate database analysis tools to meet current ACGME/AOA requirements.
6. Coordinate the administration of the National In-training Examinations.
7. Prepare and distributes all post-graduation verifications.
8. Collect, compile, submit and maintain all resident reports or projects.

1. Recruitment of residents and fellows:

1. Coordinate communication between applicants and program via e-mails, telephone and written correspondence
2. Serves as an information source for the program, institution(s) and community
3. Adhere to recruitment plan, timeline, guidelines, and policies and procedures for the department
4. Maintain all interview materials used by faculty, residents and applicants
5. Manage review of residency applications using the ERAS system as directed by the Program Director
6. Coordinates all resident interviews and communications with applicants
7. Coordinates applicants’ interview day.
8. Plans and arranges interview social activities.
9. Manages ERAS software to produce residency applications, reports, and rank list
10. Tracks all evaluation scores of interviewed applicant and prepare data for initial match rank list
11. Participate in the resident ranking meeting
12. Administers and reviews post-match survey to applicants, recommends changes to improve next year’s recruitment activities.

1. Coordinates Appointments, Reappointments, and Termination:
2. Coordinates general orientation of new residents (includes department, clinical areas and institution).
3. Distribute and monitors the resident appointment and reappointment process.

LINES OF REPSONSIBILITES:

(Chain-of-command)

1. Director of GME →        SVP of Medical Education    →        3. Chief of Academic Officer