Residency Coordinator

Location: Chicago, IL

Hospital: RUSH University Medical Center

Department: General Surgery-GME

Work Type: Full Time (Total FTE between 0. 9 and 1. 0)

Shift: Shift 1

Work Schedule: 8 Hr (9:00:00 AM - 5:30:00 AM)

Summary:
The Residency Coordinator will aid and represent the Residency Director for the program's house staff. The Residency Coordinator will assist the residency program application process, orientation, rotation support, rotation schedule, program administration, grant preparation, budget management, website, and attending and resident awards. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Responsibilities:
Manages and coordinates the entire process of recruitment including pre-recruitment, recruitment, and post-recruitment activities.
Uses selection criteria to choose applications for review by the residency director or Admissions Committee.
Utilizes ERAS to review applications.
Communicates with potential applicants, applicants and matched incoming housestaff.
Offers and confirms interview dates for residency candidates.
Provides applicants with information about the program, interview process, transportation and accommodations.
Compiles a list of attending physician interviewers.
Organizes orientation schedule including events at Rush and affiliated institutions.
Assists new residents with "settling in to" the program and Chicago including preparing packet with information about housing, transportation and utilities. Fields questions to ease transition.
Completes CA-MED forms to indicate acceptance into program for licensure packet.
Provides correct Housestaff Data Sheets in timely fashion to GME for input.
Collects email addresses for all incoming and is the liaison for distributing GME and program-related information.
Informs GME of program's orientation dates and locations.
Arranges for any BLS and ACLS classes necessary for incoming housestaff.
Arranges for program-specific needs such as scrubs, electronic swipe badges, mailboxes, etc.
Schedules conference rooms for seminars and conferences and audiovisual aids.
Arranges food for selected conferences.
Develops, coordinates and maintains materials for course directors to evaluate resident trainees.
Develops and maintains system for soliciting and receiving resident evaluations of rotations and faculty, and providing feedback to faculty on their teaching skills.
Tracks electives for housestaff and may facilitate any off-site electives and required documents.
Compiles and tabulates data for surveys, questionnaires, census reports, accreditation reports, WebADS, ERAS, ERMA, annual reports, duty hours monitoring and attestations, case log/stat data, residency competencies toolbox.
Keep program director on target with dates and deadlines, meeting coordination and reports for accreditation, the appropriate Board requirements, GMEC Internal Reviews and other GME needs.
Serves as the liaison between the trainees and the program director and keeps the communication lines active and open.
Makes all necessary arrangements for the Site Visitor (welcome, scheduling, agenda, food, room set-up, document preparation and other needs).
Maintains databases and statistics required by funding agencies including resident and graduate biographical information, career choice, practice location and practice demographics.
Assists residency director with preparation of grant applications.
Proctors In-Service training exams.
Solicits, creates and submits website updates to ensure information posted about the training program is accurate, complete, and up-to-date, coordinating with GME and Rush Marketing Communications and Information Services. Provides follow-up to ensure completion.
May take the Content Management Class and become the content manager responsible for all the writing and editing.
May be responsible for the photographs submitted to upload to the program website.
Formulates ballots for attending teaching and resident awards. Distributes ballots as requested for each award.
Tabulates ballots.
Encourages all award recipients to attend graduation banquet.
Prepares or orders certificate awards.
Provides secretarial support to the program director and/or associate program director and house officers including receiving telephone calls, taking messages, mail receipt and distribution, email notifications, and preparing and submitting letters of recommendation and verifications.
Responsible for verifying the program's group email mnemonic and utilizes it for distribution of information to housestaff from program.
Composes, prepares and distributes correspondence, agendas, reports and schedules.
Transcribes letters, dictations, reports, manuscripts, slides, etc. for program and/or associate director.

Other information:
Required Job Qualifications:
Bachelor's degree.
2 years of office management experience, or equivalent experience in administration and office management in an academic health care setting.
Excellent communication.
Good technical skills: Computer literacy (Word, Excel, ERAS, NRMP, et al).
Excellent problem-solving and decision-making skills.
Organizational expertise and attention to detail.
Professionalism in dealing with confidential information.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.