Residency Program Coordinator

POSITION SUMMARY:

(Briefly describe the overall purpose of this position - Why does it exist and how does it contribute to the overall organization?)

The Residency Program Coordinator provides direction, leadership, and day-to-day management of educational and departmental activities to include administrative support to the Residency Program Director of the residency training program, Director of Graduate Medical Education, and educational coordination between attending physicians, residents, medical students, institutional and regulatory administrative offices. This position is responsible for the coordination and organization of Accredited Graduate Medical Residency Programs in specified specialty. The Residency Program Coordinator must demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions, and underlying management structure of the department/division and of the larger institution in organizing independently and prioritizing work, establishing procedures and systems, and ensuring orderly and timely workflow. This position participates in the selection of residents, budget review and financial process of the training program. The Residency Program Coordinator acts for and makes decisions in the Residency Program Director’s absence within prescribed limits of authority. This position is responsible for 100% completion by residents/fellows of the organization’s mandatory training and initiatives.

KEY RESPONSIBILITIES:

(Use bullets for specific responsibilities)

Reviews ACGME "General and Special Requirements for Residency Training" on an annual basis and as needed; evaluates residency training program to assess compliance with the ACGME requirements, identifies deficiencies and notifies the Residency Program Director, makes recommendations, and executes changes to meet standards as warranted

Maintains, manages the training program in the New Innovations Residency Management Suite, this includes, preparation of all resident/faculty evaluations, rotation schedules, duty hours, scheduling, conferences, portfolio, creates database reports, IRIS preparation

Coordinates meetings between Residency Program Director, Associate Program Directors, Core Faculty, and other teaching faculty. Coordinates meetings between the residents and Residency Program Director

Manages and coordinates ACGME-conducted accreditation site visits for training program

Mantains web based ACGME accreditation surveys for Training Program, collecting and collating appropriate information from various sources to complete surveys

Compiles and submits reports to ACGME, American Board Specialty, AMA and other professional organizations as required

Maintains GME TRACK (resident database and tracking system utilized for the collection and management of GME data)

Initiates and administers department house staff budget including projections and future needs for program

Coordination and administration of departmental annual In-Service Training Exam

Coordinates all residency recruitment efforts:

• Maintains external recruiting Web pages
• Must be proficient in ERAS (electronic residency application system), downloads and assess all applications
• Assist in application selection process
• Establishes and maintain data files for use in rank list for National Residency Matching Program (NRMP - the MATCH), corresponds with candidates and those who are accepted into the training program
• Initiates and coordinates interview process for the department

Coordinates Medical Student and Physician Assistant activities in the department.

Develops new policies in response to new or revised regulations issued by governing agencies or program director

Act as Liaison with Chief Residents

Plans and organizes departmental orientation for new house staff

Provides administrative support to Residency Program Director

Prepares agendas, attend program related meetings, and produce minutes for meetings (including Clinical Competency Committee and Program Evaluation Committee)

Prepares all written correspondence, reports, etc, of the Residency Program Director

Maintains Residency Program Director's CV always updated

Attends annual Association for Program Directors' Educational Meeting

Maintains accurate files on all current and former house staff and process all credentialing documents on former house staff in an accurate and timely manner

Maintains discretion relative to confidential and sensitive residency program issues

Acts independently in handling day-to-day operations of the program

Coordinate’s scheduling of educational conferences for program

Organize, maintain, and submit Continue Medical Education Credits

Plans and prepares annual program graduation dinner

Performs other duties as assigned

REQUIRED KNOWLEDGE & SKILLS:

(Examples: Ability to work independently and take initiative; Good judgment and problem-solving skills; Communication skills; Interpersonal and organizational skills; Level of confidentiality)

• Excellent Communication Skills, ability to work independently. Organized and able to work under tight deadlines and pressure.
• Teamwork
• Able to handle confidential matters.

EDUCATION/EXPERIENCE/LICENSURE/TECHNICAL/OTHER:

1. Education: Bachelor’s Degree preferred
2. Experience: N/A
3. Licensure: N/A
4. Technical: Software- Word & Excel
5. Other: Knowledge of New Innovations Residency Management Suite