Medical Education Program Coordinator

Position Summary

Employees at this level engage in overseeing certain administrative functions of the residency/fellowship program, which are characterized by decision making and responsibility under the oversight and direction of the Program Director(s). Such duties include management/oversight of compliance with ACGME regulations, as well as University and affiliated hospital(s) policies. Job duties are also characterized by high impact activities that can affect more than one department, and institution, and for which errors can have serious consequences.

Duties & Responsibilities

• Manages day-to-day operations and exercises decision making as support of Program Director and Program.
• Serves as a trusted resource for support and collaboration with and for faculty, residents, staff, department, community partners and outside agencies.
• Represents the Program Director to outside agencies.
• Provides programmatic problem solving by assisting in developing initiatives to address weaknesses, scheduling conflicts, and documentation with the specialty.
• Ensure adequate faculty and resident staffing of clinics and inpatient services as directed by the Residency Program Director.
• Researchs data to suggest and/or implement improvement plans for the program.
• Works with the Program Director to develop initiatives for the program, faculty, and residents/fellows.
• Works to ensure accreditation compliance with all entities associated with the program to include the faculty and residents/fellows.
• Obtains and maintains required information and documentation for such committees and organizations as the GMEC, ACGME, Sub-specialty boards, IRIS, scholarly activity, alumni, and resident files/portfolios.
• Manages resident personal demographic and education data per program requirements and run reports on data using New Innovations.
• This position exercises extreme confidentiality in regard to all information and data they access.
• Supports team building within the program with activities and interactions with residents and faculty.
• Plans activities outside of the hospital to encourage wellbeing and stress management.
• Tracks Program expenses related to planned events and activities.
• Utilizes approved funding provided by GME, hospital and/or department.
• Maintains required memberships for Program, Program Director and residents/fellows.
• Ensures policy compliance and maintenance of program specific curriculum, didactics, and specialty specific handbooks.
• Utilizes scheduling software to manage calendars, rotation scheduling system, master schedule, and clinic rotations.
• Manages rotations and Master Schedules for outside rotators and visiting students.
• Provides Committee Support by participation, scheduling, recording minutes and distribution of materials.
• Collects, enters, and tracks personal and educational data to develop summaries and reports for the program and individual participants.
• May be asked to assist Program Director in Supervision of the Office Support Specialist for the program.
• Supervision may include, but is not limited to: Training, Advising, Leading projects/decisions, and tracking performance.
• Provides resident support by administration of files and personal data.
• Acts as a resource, mentor and collaborator for curriculums and projects.
• Obtains and maintains Resident required documentation such as contracts, license, visa, ECFMG, credentialing, resident files/portfolios, duty hours, procedures, and leave submission.
• Utilizes Resident Management System, New Innovations, to train residents on the required usage of the system.
• Manages the records of alumni for verifications of training, graduate surveys, and fundraising purposes.
• Coordinates with GME and affiliated institutions for resident/fellow onboarding, orientation, and graduation activities and requirements.
• Processes all resident contracts and termination.
• Ensures mandatory compliance and training for participants with rotations, institutional and programmatic policy, duty hours, surveys, leave requests, rotations, health, testing, and medical records compliance.