Residency Program Coordinator/Department Assistant

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working under general direction, the Residency Program Coordinator will serve as the main administrative contact for the chair and residency program director for the department of Oral and Maxillofacial Surgery. This position will handle day-to-day operations and assume administrative responsibilities, particularly those requiring decision-making, as designated by the department chair. This staff member will provide professional support to all faculty members and staff in the department.

ESSENTIAL FUNCTIONS

• Assist, track, and organize all residency-related administrative activities required by the Commission on Dental Accreditation (CODA) and the Accreditation Council for Graduate Medical Education (ACGME). Interact with University Hospitals Graduate Medical Education (UH GME) regarding QGenda tracking and scheduling. Collaborate with affiliated hospitals including the VA, MetroHealth, and Cleveland Clinic Foundation to facilitate resident assignments and onboarding. Additionally, coordinate with Case Western Reserve University (CWRU) School of Medicine for medical student applications, interviews, rotations, assignments, and scheduling. Responsibilities include performing a full range of departmental clerical functions and providing direct administrative support to the chair, faculty, and staff through the creation and revision of documentation, including contracts, professional correspondence, reports, meeting agendas and articles for publication. Create, proofread, edit and distribute materials as appropriate. Distribute academic lecture materials, schedules, and syllabi. Maintain all CODA accreditation required files and documentation such as faculty meeting minutes, faculty and resident evaluations, resident meetings. (35%)
• Serve as the departments main administrative contact. Process administrative payment requests, travel reimbursement, purchase orders and procurement card purchases Distribute/disseminate information to chair, faculty and staff within the department. Assist department chair with University Hospitals requirements such as developing rotation schedules and acting as a liaison with hospital administration, office for graduate medical education, administrative assistants in the department of surgery, and the house staff coordinator in matters pertaining to the educational aspects of the Division of Oral Surgery. Interact with the faculty practice outside billing service (Outstanding Receivable, LLC) as well as commercial and governmental payers assuring department providers are current with credentialing and in compliance. (30%)
• Maintain all departmental calendars and schedules and distribute as appropriate. Coordinate department chairs community committees activities and integrate them with daily routine activities. Coordinate departmental events, such as resident interviews, continuing education events, graduation, and grand rounds. Make travel arrangements for faculty, residents and guest lecturers. Coordinate lectures for the department and graduate didactic and continued education courses. (20%)
• Create and maintain resident personnel and other trainee files including required licensures, continuing education requirements and vaccinations in accordance with all school of dental medicine policies and procedures related to the safekeeping of confidential records. (12%)

NONESSENTIAL FUNCTIONS

• Maintain faculty files in the Faculty Information System (FIS), including required licensures, continuing education requirements, vaccinations, and training. (1%).
• Perform other duties as assigned. (2%)

CONTACTS

Department: Daily contact with faculty, staff and residents to maintain workflow and serve as a role model for customer service within the department.

University: Daily contact with University Hospitals, School of Dental Medicine, and School of Medicine staff members. Occasional contact with Accounts Payable and Purchasing departments as needed to exchange information.

External: Daily contact with multiple insurance carriers, billing agencies, patients, parents, and vendors to exchange information, address concerns and make travel arrangements.

Students: Daily contact with post graduate and graduate students to direct work and support daily operations.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervision of staff employees. Directs the work of student workers.

QUALIFICATIONS

Experience: 5+ years of secretarial experience required.

Education/Licensing: High school diploma required; Associate degree or Bachelors degree is preferred.

REQUIRED SKILLS

• Strong administrative and organizational skills, with the ability to multi-task several projects simultaneously, and complete projects by assigned deadlines.
• Good interpersonal skills with the ability to effectively interact with colleagues, supervisors and patients face to face. Ability to communicate with difficult patients is important.
• Ability to maintain confidential information including student grades, patient information, letters, reports, memos, etc.
• Ability to develop and implement procedures.
• Strong oral and written communication skills.
• Ability to work in a fast-paced environment.
• Must have a working knowledge of Microsoft Office Suite including Word, Excel, and Power Point.
• Familiarity with an OMFS practice and procedures, as well as knowledge of medical/dental insurance. CPT coding, and ICD-9 coding is desired.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.

WORKING CONDITIONS

Typical office environment. Duties involve repetitive motions such as typing and using a computer mouse, with prolonged periods of sitting and occasional standing. Flexibility with hours will be required, including occasional evening and weekend work. Hepatitis B vaccination and proof of immunity must be kept up to date for this position.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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