THE OPPORTUNITY
With oversight and direction from the Program Directors and Associate Program Directors in Graduate Medical Education, the GME Program Coordinator is responsible for the operational and financial management of the 3 residency training programs in Internal Medicine, Pediatrics and General Surgery. The position requires a comprehensive and detailed understanding of 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.
POSITION RESPONSIBILITIES
REPORT TO: Internal Medicine Program Director
1. Administrative Duties - Administrative support for 3 Residency Programs in Internal Medicine, Pediatrics and General Surgery including calendar management, submission of expenses, telephone management, and other duties as assigned by Program Director.
- Provides both administrative supervision and support to residents/interns and applicants. Acts as a liaison between residents and hospital administration/human resources 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.
- Coordinate the onboarding and termination processes for trainees annually, including compliance and completion of appropriate documentation for hospital privileges, certifications, and medical licensure.
- Creates and maintains clinical rotation and course schedules for each resident trainee.
- Manages materials for specialty-specific trainee exams and assist with proctoring exams on an as-needed basis.
- Supports all residency recruitment activities including recruitment events at outside medical schools, IFOM Exam planning and administration, interview days, interview scheduling, and applicant evaluations.
- 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. Addresses logistical needs for room reservations and audio-visual equipment.
2. Accreditation Compliance - Interprets and applies ACGME-I, other national accrediting agencies, and hospital policies to support compliance.
- Assists in the preparation for ACGME-I Self Study, Site Visits, and internal/special reviews.
- Tracks, reports, and ensures compliance with procedures regarding licensing, annual contracts, and initial and re-credentialing of trainees.
3. Data Management - 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.
- Manages the evaluative processes of the trainees, program, faculty, and rotations.
- Maintains the residency recruitment database 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
- Assists in monitoring residents' duty hours via regular review of data reports.
4. Communications - Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program.
- Develops brochures, invitations, or advertisements for events/lectures.
