Medical Education Program Coordinator

Job Summary

Under supervision of the DME and Program Director, the Program Coordinator is responsible for the operational and financial management of the accredited/non-accredited residency 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.

About the Role

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.

Qualifications

• Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.
• Excellent written and verbal communication skills.
• Ability to organize information.
• Ability to handle 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.

Essential Key Job Responsibilities

• 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.
• Interprets and applies ACGME, other national accrediting agencies, and hospitals policies to support compliance.
• Aid in program-level policy development.
• Assist with resident and faculty research projects.
• Coordinate CME certification of educational events.
• Provides both administrative supervision and support to residents/interns.
• 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 (or like office management system).
• Experience with New Innovations desired.
• 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 developmental 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.
• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media.
• Creates/ edits annual publications regarding the program.
• Maintains program's website.
• In applicable programs, maintains the ERAS database (Electronic Residency Application System) 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.
• 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 Registrar and International Office.
• Verifies trainees' status and activities as needed.
• Assists in the preparation for ACGME Site Visits and internal reviews.
• Assists in monitoring residents' duty honors 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 or in other hospital departments.
• Tracks faculty development program and participation.
• Aids in the process of faculty evaluation.
• Tracks CCC, PEC, GMAC meeting activity.
• Aids in Annual Program Evaluation.
• Performs other duties as assigned by the Program Director.