Residency Program Coordinator

The Internal Medicine Residency Program Coordinator (PC), under the direction of the Program Director and the NAHMG Practice Manager, provides daily administrative and programmatic support to the Residency Program in partnership with the Sponsoring Institution. The Residency Program Coordinator must demonstrate initiative, resourcefulness and problem solving skills by applying a detailed knowledge of the ACGME Resident Review Committee (RRC) program requirements (PR) and Common Program requirements (CPR). The PC performs a variety of complex and confidential duties, and must adhere to established procedures and systems which enable him/her to organize and independently prioritize work in order to ensure the orderly and timely flow of information through the hospital Graduate Medical Education Committee (GMEC) Office and Sponsoring Institution Graduate Medical Office (GMEC). The PC must have the ability to prioritize and manage multiple projects with varied deadlines throughout the academic year. He/she must be reliable and ethical in the practice of job duties and must maintain confidentiality of all resident and program documents and information. The PC provides administrative support to the program director, program faculty, subspecialty coordinators, residents and sponsoring institution Graduate Medical Education office in order to maintain institutional and program accreditation.

Program Communication
* Provides excellent customer service and adheres to the behavioral expectations of the program, hospital and sponsoring institution.

* Serves as liaison between the Residency Program Director, Chief Residents, residents, GME faculty, affiliated teaching sites, institutions, hospital departments, national organizations and sponsoring institution Graduate Medical Education concerning Residency Program matters; as well as the ACGME RRC and Specialty Boards, as directed by the Program Director and NAHMG Practice Manager.

* Is the first point of contact via e-mail, telephone and/or written correspondence for recruitment events.

* Actively participates in local Program Coordinators meetings and professional organizations to include attendance of professional development meetings as requested by the Program Director and sponsoring institution.

Program Documentation
* Coordinates the administrative work flow of all necessary paperwork: New Innovations; maintaining and securing up to date resident and faculty profiles and records including archiving graduates ensuring accuracy required for permanent record keeping; maintaining the complex filing systems required to support the program (annual CV's, faculty lists, required residency inspection documents, reports, student paperwork and files, etc.)

* Coordinates administration of resident weekly time edits, vacation, leaves of absence, extending training approvals, education fund reimbursement, conference attendance.

* Coordinates and maintains updated resident and program information in ACGME, FREIDA, ERAS, THALAMUS, and TUNGSTEN.

* Coordinates data collection for preparation of ACGME RRC Program and/or sponsoring institution accreditation inspection and compliance. This includes daily, monthly reports in New Innovations leading up and including annual IRIS reports for Hospital Medicare reimbursement audits and submission for reimbursement.

* Prepares and distributes required documentation and reports to all evaluating committees; CLER, AIR, CCC, PEC/APE, GMEC to include monthly, quarterly, semi-annually and annually), report to support ACGME required evaluation of program and faculty.

* Monitors timely completion of resident and faculty required documentation based on ACGME requirements and communicates deficiencies to the Graduate Medical Education chair, Program Director and institutional sponsor.

* Maintains all required faculty and program documentation to ensure ACGME RRC compliance and continuing program accreditation, through New Innovations, WebAds and other GME systems.

* Assists residents, Program Director and faculty with completion of all required paperwork for research, expenses, scholarly activities, travel plans, faculty development activities and other.

* Coordinates Graduate Medical Education Committee and evaluating committee meetings and prepares files and documentation of minutes in a timely manner.

* Serves as the software administrator for the residency management suite, New Innovations, monitoring all resident reports related to residents logging work hours, procedure logs, conference attendance, research and quality improvement projects, completion of timely evaluations. Reports any discrepancies to the Program Director.

Program Support
* Coordinates and participates in annual resident orientation education and event planning.

* Coordinates/schedules and proctors annual in-training exams.

* Assists Program Director and Resident Selection Committee with residency MATCH activities, coordinating recruitment and interview schedules for potential candidates. Schedules interviews and audition rotations.

* Coordinates faculty and resident attendance at conferences, faculty development and other program and board related activities.

* Assists in coordinating resident graduation and issuance of program completion certificates.

* Monitors resident and faculty evaluations process through New Innovations to ensure completion and compliance.

Financial Management
* Maintains the operation of the department within its budget while monitoring operating costs.

Compliance/Safety
* If required for position, ensures all certifications and/or licenses are up-to-date and valid prior to expiration dates.

* Completes all company mandatory modules and required job specific training in the specified time frame.

* Responsible for reporting any safety related incident in a timely fashion through the SER tool; attends all safety related training programs; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.

* Responsible for maintaining up-to-date knowledge of cybersecurity trends, developments, best practices and regulatory changes.

Education
Associates Degree- Required

Certification & Licensures

Experience
* Previous experience in graduate medical education (ACGME, AOA) - Preferred

* Two years of experience in hospital administrative role - Required

* Healthcare is a rapidly changing environment and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers, and competence in using computers and basic software programs.