Program Coordinator

Key Responsibilities

• May coordinate, monitor, or supervise the activities of team members.
• Develops and recommends new or revised program goals.
• Schedules program work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities.
• Maintains e-value resident database with demographic and schedule information.
• Maintains file information for alumni training verification requests.
• Completes WebAds, FREIDA, and other national surveys with accurate program information.
• Evaluates program effectiveness to develop improved methods; devises evaluation methodology and implements; analyzes results and recommends and/or takes appropriate action.
• Develops, compiles, and writes communications and promotional literature for distribution.
• Coordinates activities of the program with interrelated activities of other programs or departments to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications.
• Manages the day-to-day operations of the program, which includes conducting meetings, providing leadership to the quality improvement process, promoting open communications and resolving day-to-day problems and concerns of team members and/or customers.
• Ensures that policies and procedures of the program are in compliance with all regulatory and hospital standards and that staff understand and implement these policies and procedures in a consistent fashion.
• Ensures effective communication within the program, the department, the hospital, and in the community.
• Maintains the e-value system for 360°evaluation of the residents, assuring that the appropriate evaluation form is available electronically and the evaluators are notified of their availability.
• Schedules appointments for the semi-annual evaluations, the graduating chief residents’ final evaluation, and ensures that appropriate documentation is maintained in the resident’s file.
• Assures that evaluation of the program and faculty occurs at least annually.
• Provides quality data to the Medical Director semi-annually for the GMEC quality report.
• Provides weekly reports to the program director and every other month reports to the GME Committee.
• Assists the program director and residents in enhancing knowledge of the system.
• Supports the program director for the recruitment process for the Residency Program using the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP).
• Coordinates the applicant interview days and ranking of applicants.
• Coordinates documentation preparation for ACGME site visits and prepares a schedule for the day of the site visit.
• Affords assistance to the Office for Graduate Medical Education with New York State work hour audits as appropriate.
• Performs other duties as assigned.

Residency Program Data/Information Management

• Maintains e-value resident database with demographic and schedule information.
• Maintains file information for alumni training verification requests.
• Completes WebAds, FREIDA, and other national surveys with accurate program information.

Evaluation

• Assists program director in completing the semi-annual evaluation process.
• Completes the semi-annual evaluation process.
• Completes the annual evaluation process.
• Completes the 360°evaluation of the residents.

Resident Statistics

• Provides weekly reports to the program director and every other month reports to the GME Committee.

Recruitment

• Supports the program director for the recruitment process for the Residency Program using the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP).
• Coordinates the applicant interview days and ranking of applicants.

Site Visits

• Coordinates documentation preparation for ACGME site visits and prepares a schedule for the day of the site visit.

Other Duties

• Performs other duties as assigned.

Preferred Qualifications

• Excellent verbal and written communication skills are highly desired.
• Demonstrated project and people management ability is highly desired.
• Experience in an administrative / coordinator capacity preferred.
• One year of supervisory experience preferred.