COORDINATOR RESIDENCY PROGRAM

About the role

Assists the manager of business operations for the residency program in the planning, organizing and coordinating of the administrative areas for the Family Medicine Residency. Coordinates communications with the students, residents, faculty physicians and other hospital personnel as necessary.

Responsibilities

• Manages meeting schedules, keeps all parties informed of changes and conflicts.
• Facilitates meeting scheduling including coordinating attendees, location, and timing.
• Prepares agendas and minutes of meetings as requested, distributing as appropriate.
• Facilitate licensing of Family Medicine Residents.
• Communicate with State Board of Medicine regarding licensing requirements.
• Distribute licensing packets to incoming students.
• Verify completion of resident physician education requirements.
• Aids in the accreditation of the residency program.
• Maintains department policy manual, making revisions under the direction of the Manager or Program Director.
• Utilizes New Innovations Residency Software System to track and maintain licensing/credentialing information, duty hours, and generate reports needed by the Program Director.
• Generates Resident contracts.
• Distributes 360 degree evaluations twice annually.
• Facilitates Residency applicant interviews.
• Operates the Electronic Residency Application Service (ERAS).
• Arrange for overnight accommodations for incoming applicants.
• Generate reports from ERAS.
• Cook up the applicant interview schedule.
• Facilitate travel to and from the family health center offices as needed.
• Assist the applicant with special needs for interview process.
• Coordinates daily operations for the Residency office.
• Arranges for repair and servicing of office equipment.
• Arranges for maintenance work and repairs necessary in the residency office.
• Orders and stocks office supplies needed for daily operations.
• Assists with coordination of communications and projects related to the physician practices.
• Provides assistance to the Program Director and Manager in maintaining communication among the practices.
• Develops communication independently, as required, such as memos, agendas, notices, etc.
• Assures that all correspondence is in final format for publishing, distributing, or communication.
• Aids in the coordination of projects with minimal supervision.
• Record and track vacation/cme requests.
• Communicate with chief resident and nurse manager vacation/CME absences for purposes of scheduling and payroll.
• Prepare check requisitions for CME expenses/travel expenses.
• Organize residency orientation schedule.
• Cook up speakers for resident orientation session.
• Aid in the presentation of orientation.
• Attend team building session.
• Aid in the copying/distribution of orientation material.
• Cook up Residency Graduation.
• Plan menu with facility hosting residency graduation.
• Construct invitations.
• Maintain address data bank for mailing invitations.
• Attend residency graduation.
• Aid in the distribution of diplomas and awards.
• Communicate with calligrapher for residency diploma information.
• Cook up Children Hospital Rotation.
• Distribute, collect and process credentialing papers for residents to rotate at Children’s.
• Forward materials for rotation i.e. licensing documents, child abuse clearances, etc. as required.
• Communicate on an ongoing basis with coordinator and Chief Resident at Children’s Hospital to coordinate schedule needs for the rotation.
• Construct and distribute annual resident and faculty award ballots.
• Other duties as assigned.

  Qualifications/Experience

  • High School Diploma, GED or higher level of education.
  • Minimum one (1) year Secretarial experience at an Administrative or Executive level.
  • Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment.
  • Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.
  • Functional Skills on PC and Related Software (Microsoft Office).
  • Knowledge of basic Office Equipment such as copier, fax machine, etc.
  • Proficiency in Microsoft Office including Outlook.
  • No preferred qualifications.
  • No licenses, certifications or clearances required.
  • Physical Demands:
    • Bending (Stooping): Essential
    • Sitting: Essential
    • Walking: Essential
    • Climbing Stairs: Essential
    • Climbing Ladders: Essential
    • Standing: Essential
    • Kneeling: Essential
    • Squatting (Crouching): Essential
    • Twisting/Turning: Essential
    • Keyboard/Computer Operation: Essential
    • Gross Grasp: Essential
    • Fine Finger Manipulation: Essential
    • Hand/Arm Coordination: Essential
    • Pushing/Pulling(lbs. of force): Essential
    • Carry: Essential
    • Transfer/Push/Pull Patients: Essential
    • Seeing Near w/Acuity: Essential
    • Feeling (Sensation): Essential
    • Color Vision: Essential
    • Hearing Clearly: Essential
    • Pulling/Pushing Objects Overhead: Essential
    • Reaching Above Shoulder Level: Essential
    • Reaching Forward: Essential
    • Lifting Floor to Knuckle 10-20: Essential
    • Lifting Seat Pan to Knuckle 5-10: Essential
    • Lifting Knuckle to Shoulder: Essential
    • Lifting Shoulder to Overhead: Essential