Under supervision of the DME and Program Director, the Program Director, the Program Coordinator is responsible for the operational and financial management of the accredited/nonaccredited residency 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 Program Coordinator will continually assess and direct a wide range of programmatic issues including long-range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.
Responsibilities:
- Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects.
- Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement.
- May assist in program- level policy development.
- Interprets and applies ACGME, other national accrediting agencies, and hospitals policies to support compliance.
- Assist with resident and faculty research projects Coordinate CME certification of educational events
- Provides both administrative supervision and support to residents/interns.
- 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.
- Oversees department- level trainee orientation.
- Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office.
- Tracks, reports and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and 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 (or like office management system.
- Experience with New Innovations desired.
- Manages the evaluative processes of the trainees, program, faculty, and rotations.
- Develops and distributes call schedule.
- Oversees all purchasing for the office/program.
- Assesses equipment acquisition and training needs, and makes recommendations to the Program Director.
- Orders equipment and supplies for the training office.
- Plans developmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program- related events.
- Organizes meetings and prepares and distributes materials for conferences and lectures.
- Develops brochures, invitations, and or advertisements for events/ lectures.
- Coordinates medical student rotations.
- Coordinates with MSOPI programming.
- 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 & 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.
- Tracks and processes initial paperwork for visa requests, in conjunction with the Registrar and International Office.
- Verifies trainees& status and activities as needed.
- Assists in the preparation for ACGME Site Visits and internal reviews.
- Assists in monitoring residents' duty honors 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.
- Tracks faculty development program and participation.
- Assists DME and PD in the process of faculty evaluation.
- Tracks CCC, PEC, GMAC meeting activity.
- Assists DME and PE in Annual Program Evaluation
- Performs other duties as assigned by the Program Director.
- Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.
- Excellent written and verbal communication skills.
- Ability to organize information.
- Ability to handle sensitive information with absolute confidentiality.
- Working knowledge of software applications including Microsoft Word, Excel and PowerPoint.
- Ability to make decisions independently or to escalate issues as needed.
Licensure, Certifications, and Clearances:
UPMC is an Equal Opportunity Employer/Disability/Veteran