Job Overview
The Program Coordinator functions as a member of the Fox Valley Family Medicine Residency Education Program, a community-supported, university-affiliated residency program. The primary responsibilities are management of the New Innovations system, which includes resident schedules, evaluation system, personnel records maintenance, work hours reporting, and any other onboarding tasks related to New Innovations. This position provides back up to the Program Manager
Daily tasks include working with residency management software (New Innovations), patient medical records software (EPIC), Excel, Word, Outlook, PowerPoint, virtual meeting software and hardware, and adapting to new and evolving technology. Duties are performed under general supervision of the Program Manager, and works closely with the Program Director, core faculty, and other administrative staff.
This position is on-site at Mosaic Family Health (100 N Oneida St, Appleton, WI 54911). The residency has 21 resident physicians in a three-year program and is supported by two teaching hospital sties (ThedaCare-Appleton and Ascension St. Elizabeth Hospital) as well as other community educational sites in the Fox Valley.
This is an on-site, full-time, salaried position. Hours are Monday-Friday, typically 8-5 but may vary slightly.
Specialized Responsibilities
- Management of Fox Valley Family Medicine Resident Schedules and Rotations (currently New Innovations and EPIC)
- Create, maintain, and manage residents’ daily schedules, taking into consideration clinic, call, rotations assignments, PTO and CME requests
- First point-of-contact with clinic staff on providing schedule guidance for immediate changes to the schedule and problem-solving adjustments
- Communicate and confirm various block schedules to ancillary offices 60-90 days in advance to plan specific dates of residents’ daily assignments.
- Create and work closely with residents and advisors on elective placements and follow-up communication (2nd and 3rd years)
- Collaborate with chief residents on scheduling issues, especially those related to call coverage.
- Onboard incoming residents through New Innovations checklist function and offboard graduating residents
- Prepare upcoming resident block schedules as directed by Program Manager and Program Director with a goal of having important dates determined 2-3 years out
- Ensure compliance with ACGME work hours requirements and run reports to identify any issues after each block
- Collaborate with Program Manager on preparing review of curriculum files and upload current versions to New Innovations prior to start of Orientation
- Data Reporting
- Enter data such as resident competency and evaluations into New Innovations software
- Run reports on evaluations, work hours, procedures, and other data from New Innovations
- Monitor resident logging of required encounters and procedures and other data
- Compile data for resident-faculty review meetings
- Maintain residency records in New Innovations and Shared drive (i.e. onboarding files, semi-annual evaluations, etc
Other duties in collaboration with program leadership and team members:
- Schedule/coordinate required examinations and help manage scheduling, set-up, and communication
- Work closely with other support staff to maintain office space and provide assistance for Mosaic-sponsored events
- Assist with planning residency events – Recruitment Interviews, Orientation, Graduation, Retreats, and other events
- Assist with training others in the New Innovations scheduling system
- Assist with scheduling and coordinating any meetings involving residents
- Provide other clerical and administrative support as directed by the Program Manager or Program Director
Performance Requirements
- Ability to communicate effectively (verbal, written and electronic) with faculty, staff, community contacts including physician preceptors, and residency candidates
- Strong organizational skills with attention to detail, follow-through and prioritization
- Strong critical thinking, problem solving and attentiveness to detail required
- High level of confidentiality and professionalism related to all programmatic information
- Ability to complete assignments accurately within established timeframes in a fast-paced environment
- Ability to work independently and collaboratively with leadership, residents and staff
- Commitment to service, quality, and our organization’s core values
Mosaic Team Member Behavior Expectations
- Teamwork/Communication: Collaborates openly and respectfully, sharing information clearly. Supports the collective goals of Mosaic Family Health
- Resilience: Adapts positively to challenges, maintains focus under pressure, and recovers quickly from setbacks.
- Courage: Speaks up with honesty, takes initiative, and makes values-driven decisions even when difficult.
- Kindness: Treats others with empathy, respect, and compassion, fosters a supportive and inclusive environment.
- Integrity: Acts with honesty, accountability, and consistency. Ensures trust and ethical standards are upheld.
Qualifications
Education: Associate Degree in a field relevant to work duties, i.e. Business, Human Resources, Healthcare, etc. - Bachelor Degree strongly preferred.
Experience: 5 years of progressively responsible administrative support experience, which includes customer service and problem solving skills.
Manual Dexterity: Work requires definite skilled and accurate physical operations requiring some closely coordinated performance.
Physical Effort: Work requires handling light weight materials or equipment with no special speed or exertion.
Working Conditions: New office space with the ability to collaborate with others
Hazards: Negligible. Little or no exposure to hazards.
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The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements. Scheduling flexibility is required to accommodate changing business needs.
Pay: $49,920.00 - $74,880.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
