Residency Coordinator

General Summary

Manages the administrative aspects of the residency and/or fellowship program(s) as outlined by the Accreditation Council for Graduate Medical Education (ACGME), and/or other accrediting body requirements within the purview of their authority as appropriate. Acts as the subject matter expert for the program director, residents, fellows, program faculty and other program staff regarding accreditation standards and institutional policies and procedures. Oversees the daily activities of the residency or fellowship program, including planning, preparation, and execution of program functions and activities. Coordinates human resource activities for residents or fellows including orientation, contracting, progressive discipline and graduation. Provides administrative support to the program director, residents, fellows, program faculty, and rotating residents/students as necessary. May act as an internal liaison between the program and other departments within the hospital and to external entities.

Principal Duties And Job Responsibilities

• Accreditation and Reporting:
  • Understand and apply the Accreditation Council for Graduate Medical Education (ACGME), the institutional and/or specialty/sub-specialty program requirements applicable to the position.
  • Compile data and reports for completing annual updates to the ACGME, CPME, American Board of Medical Specialties (ABMS), American Board of Osteopathic Medicine, American Association of Medical Colleges (AAMC), American Medical Association (FREIDA), and other GME related organizations as required and directed.
  • Ability to understand the data/reporting requirements for the regulatory bodies and identify issues and report to the program director.
  • Organize and participate with the program director, faculty and residents to complete the ACGME Self-study document as scheduled by the ACGME to ensure an objective, comprehensive evaluation of the residency or fellowship program, with the aim of improving resident education.
  • Manage the logistics for the Program Evaluation Committee to conduct the Annual Program Evaluation/ annual retreat documenting program improvements and areas of improvement.
  • Prepare Program Letters of Agreement per accreditation guidelines.
  • Assist program director with duty hour oversight and violations.
  • Recommend new or revised program policies and procedures to meet changes in accreditation requirements and/or to align program policies and procedures with Graduate Medical Education Committee (GMEC) approved institutional policies and procedures.
  • Enter Milestone data for each resident, semi-annually, as determined by the Clinical Competency Committee.
• Program Coordination And Oversight:
  • Initiate actions that improve the efficiency of work, reduction of costs, and stewardship of financial resources; review financials monthly with program director.
  • Oversee daily operations, logistics and deadlines for the program, prioritize work flow to ensure program deadlines and goals are met to ensure continued accreditation.
  • Participate as appropriate in Residency Education/Curriculum Meetings, Clinical Competency Committee, Program Evaluation Committee and other departmental meetings.
  • Review and recommend changes/updates annually to the residency/fellowship manual(s).
  • Maintain/update program website ensuring accurate representation of the program and accreditation requirements.
  • Career Development
    • Coordinate the logistics of the annual in-training examinations, annual mock oral examination schedules and appropriate remedial needs for residents/fellows.
    • Career Development
  • Recruitment Of Residents And Fellows:
    • Provide primary source of training, information and troubleshooting for the Electronic Residency Application Service (ERAS) application.
    • Serve as liaison with all interview candidates including orientation, schedules, expectations, and follow-up.
    • Confirm program participation and number of positions in the Match through the National Residency Matching Program.
    • Career Development
      • Coordinate and participate in program rank meetings and Match day activities; enter and certify program Rank Order List as directed by the program director.
      • Arrange for program to participate in the Supplemental Offer and Acceptance Program for unfilled positions.
      • Career Development
        • Design, distribute, and collate applicant survey and responses to improve the interview process.
    • Administrative Support:
      • Maintain program documentation to include curriculum, accreditation documents, program manuals, conference materials, meeting minutes and agendas, and resident evaluation systems.
      • Serve residents/fellows, faculty and Program Director with preparation of presentations, abstracts, and other documents relating to the residency program.
      • Serve as a resource to residents regarding research/scholarly activity.
      • Develop and prepare routine correspondence i.e. letters of recommendation, residency verification letters, informational emails, etc.
      • Delegate administrative duties to other program administrative staff, within the prescribed limits of authority, to support the Program Director, Core Faculty, Residents and GME office (as applicable).
      • Review and recommend changes to the residency manual.
    • Knowledge, Skills, And Abilities:
      • Basic leadership skills [Required]
      • Multi-tasking ability [Required]
      • Problem-solving skills [Required]
      • Organizational skills [Required]
      • Customer service [Required]
      • Oral and written communication skills [Required]
      • Computer skills [Required]
      • Intermediate knowledge of using Microsoft Office Suites products [Required]
      • Mature judgment and the ability to handle confidential information within the hospital guidelines and applicable regulations [Required]
      • Excellent interpersonal communication and management skills [Required]
      • Working knowledge of the appropriate accrediting body [Preferred]
      • Working knowledge of Graduate Medical Education [Preferred]
      • Experience with Database Management System [Preferred]
      • Medical terminology knowledge [Preferred]

    Education

    • Bachelor's [Required]
    • Field Of Study in healthcare administration, business, or health-related field

    Work Experience

    • 2+ in a related field [Required]

    Additional Information

    N/A

    Pay Range

    $43,601.63 - $81,099.00