Status: Full Time
Shift: Varies; typical schedule Mon-Fri 8AM-5PM
Exempt: Yes
Summary:
FAMILY MEDICINE
Each program requires a lead administrative person, frequently referred to as a program coordinator, administrator, or as otherwise titled by the institution. This person will frequently manage the day-today operations of the program and serve as an important liaison and facilitator between the learners, faculty and other staff members, and the ACGME. Individuals serving in this role are recognized as program coordinators by ACGME.
The program coordinator is a key member of the leadership team and is critical to the success of the program. As such, the program coordinator must possess skills in leadership and personnel management appropriate to the complexity of the program. Program coordinators are expected to develop in-depth knowledge of the ACGME and Program Requirements, including policies and procedures. Program coordinators assist the program director in meeting accreditation requirements, educational programming, and support of residents.
With oversight and direction from the Program Director, the Program Coordinator is responsible for the operational and financial management of the accredited/non-accredited residency/fellowship 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.
Other information:
Required Qualifications:
1. A minimum of an Associates degree is required. A minimum of 2 years medical education programming is preferred. One year management experience is preferred.
2. Excellent written, verbal, communication and presentation skills required. Strong organizational and financial background s are required.
3. Strong analytical skills and attention to detail required.
Other qualifications:
1. Must have a demonstrated ability in efficiency and time management to work under pressure regarding meeting regular, simultaneous deadlines for various individuals, organizations, and institutions.
2. Must be detail oriented to consistently ensure program and resident compliance with several regulatory entities.
3. A proven capability to work comfortably with physicians, administrators, and other healthcare providers at all levels.
4. Skill in managing assigned projects related to education and healthcare, such as special programs and events, which require significant multi-tasking.
Manual or Physical Skill Required:
- Excellent written and verbal communication skills.
- Ability to organize information.
- Ability to manage 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.
Physical Effort Required:
Strength: Lift: Push: Carry: Walk:
Sit: Pull: Stand:
Responsibilities:
DESCRIPTION OF DUTIES:
1. 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.
- 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 hospital policies to support compliance.
- Provides both administrative supervision and support to residents/interns/fellows.
- 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.
- 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 departmental 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.
- Coordinates medical student rotations and, as appropriate, “observerships”.
· Works closely with Marketing/Business Development to create and/or maintain external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program. Ensures program’s website is maintained.
- In applicable programs, maintains the ERAS (Electronic Residency Application System) database and oversees its processes during the Residency Recruitment season.
- Performs all Match responsibilities and corresponds with newly matched residents about requirements and processes for appointment to the hospital. 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 GME Administrative Office.
- Verifies trainees’ status and activities as needed.
- Assists in the preparation for ACGME Self Study, Site Visits and internal/special reviews.
- Assists in monitoring residents’ duty hours 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.
- Develops, monitors and reports on the training program budget. Works with the Institutional Coordinator to ensure accuracy of monthly budget statements and develops yearly residency budgets.
- Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities.
- May be responsible for management of grants awarded to individual residents.
2. The program coordinator will be provided with the dedicated time and support specified below for administration of the program. Additional administrative support will be provided based on the program size.
3. Program Coordinator will frequently manage the day-to-day operations of the program and serve as an important liaison and facilitator between the learners, faculty and other staff members, and the ACGME. Individuals serving in this role are recognized as Program Coordinators by the ACGME.
4. The Program Coordinator will possess skills in leadership and personnel management appropriate to the complexity of the program.
5. Program Coordinators will develop in-depth knowledge of the ACGME and Program Requirements, including policies and procedures.
6. Program Coordinators assist the Program Director in meeting accreditation requirements, educational programming, and support of residents.
7. Programs, in partnership with their Sponsoring Institutions, will encourage the professional development of their Program Coordinators and avail them of opportunities for both professional and personal growth.
8. It is understood that Program Coordinators often have additional responsibilities, beyond those related to program administration, including, but not limited to, departmental administrative responsibilities, medical school clerkships, planning lectures that are not solely intended for the accredited program, and mandatory reporting for entities other than the ACGME. Assignment of these other responsibilities will necessitate consideration of allocation of additional support.
9. The need to ensure adequate resources, including adequate support and dedicated time for the Program Coordinator, is also addressed in Institutional Requirement II.B.4. The amount of support and dedicated time needed for individual programs will vary based on a number of factors and may exceed the minimum specified in the applicable specialty/subspecialty-specific Program Requirements. It is expected that the Sponsoring Institution, in partnership with its accredited programs, will ensure support for the program coordinators to fulfill their program responsibilities effectively.
10. Performs other duties as assigned by the Program Director and/or DIO.
Supervisory Responsibility
Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines. May supervise, train and guide new coordinators or administrative assistants. May hire temporary office assistance with approval of the Program Director.
