Graduate Medical Education Program Coordinator

Summary

The Graduate Medical Education Program Coordinator delivers exceptional project management and oversight of graduate medical education administrative operations. This includes spearheading educational and recruitment activities for residents, faculty, and support staff within the GME program. The Coordinator ensures rigorous adherence to accreditation standards, the establishment and execution of comprehensive educational activities, the creation and enforcement of departmental policies, and the implementation of innovative recruitment strategies. Through meticulous attention to detail and collaborative strategic leadership, the Coordinator maintains a highly successful and competitive graduate medical physician residency program.

Responsibilities

Oversee Program Operations

Direct and manage the daily activities of the residency/fellowship program, organizing and prioritizing tasks for residents and clinical fellows. Monitor work progress, ensuring adherence to all requirements and compliance standards.

Administrative Supervision and Support

Provide overarching administrative supervision and support to residents, including during after-hours shifts/events, to guarantee physician well-being and safety. Act as a primary liaison between residents and hospital administration.

Stakeholder Engagement

Establish and maintain strong relationships with other organizations, internal departments, and divisions. Act as a liaison for resident recruitment, orientation, annual program affiliation agreements, and external rotations.

Policy and Procedure Implementation

Serve as the principal contact for interpreting and applying policies, procedures, and program guidelines. Troubleshoot discrepancies, collaboratively determining and implementing corrective actions with program leadership. Develop and enforce operational policies, procedures, and standards, communicating changes effectively.

Compliance Management

Identify, report, and assist in rectifying compliance issues, particularly those resulting in duty hour violations. (Requires strong knowledge of program operations, ACGME requirements, and institutional processes)

Curriculum Oversight

In conjunction with the Director, analyze and maintain the residency curriculum to ensure all program requirements are met. Manage the evaluation process of core competencies and milestones, and oversee the residency/fellowship evaluation documentation.

Recruitment Operations

Lead the recruitment season alongside the Director, managing the recruitment database and overseeing the application process. Schedule interviews, track applicant evaluations, and prepare data for the initial match rank list. Develop and update recruitment brochures, printed materials, and website information.

Onboarding Management

Execute all residency match responsibilities and communicate with newly matched residents about requirements and onboarding processes. Coordinate with Human Resources to ensure efficient and thorough onboarding.

Event and Meeting Planning

Plan and coordinate all departmental annual events and support the administration of recurring meetings such as Program Evaluation Committee, Clinical Competency Committee, GME Leadership Meetings, and Faculty Meetings.

Accreditation and Budget Management

Prepare reports and documentation for ACGME Site Visits and internal reviews in conjunction with the Director. Assist in managing budgetary expenses, including procurement and processing of reimbursements and subscription renewals.

Technical and Analytical Functions

Utilize and perform technical and analytical functions related to the maintenance of multiple databases and software programs, including but not limited to ERAS, NRMP, New Innovations, QGenda, GME Track, ADS-ACGME, and ABFM-RTMS.

Educational Environment Assurance

Ensure an optimal educational environment, enabling the institution and the educational program to meet and exceed ACGME requirements. Serve as a liaison among residents, hospital departments, attending physicians, administration, and external institutions.

Other Duties as Assigned

Education

Essential:

* BACHELOR'S DEGREE

Other information:

Required: Bachelor's Degree in related field and 3+ years commensurate level of experience in tasks specific to office administration, healthcare scheduling processes, or human resources. Preferred: GME Experience; TAGME Certification