Senior Residency Program Coordinator
Under the direct supervision of the Program Director:, directs the daily operation of the residency program office, ensuring smooth flow of planning, preparation and execution of activities related to maintaining program accreditation, residency recruitment, resident education and wellness. Acts as a resource for the Program Director and residents. Is responsible for administration of the residency program in accordance with the Accreditation Council of Graduate Medical Education (ACGME) accreditation requirements. Provides administrative support to the Program Director of the residency and Chief Residents and acts as an educational liaison to the attending physicians, residents, medical students, other specialty departments, outside institutions, GME office, Medical Staff Office and accreditation/licensing bodies. May be the sole Program Coordinator for a Residency Program, or may act in a lead role for large Residency Programs (greater than 20 residents) requiring two or more Coordinators.
Duties and Responsibilities:
The following are essential job accountabilities:
1 Supports and coordinates resident education and program documentation including, but not limited to, resident orientation, scheduling, resident evaluations, payroll and other personnel actions, etc.
2 In conjunction with the Program Director, formulates and implements regulatory policies and procedures to ensure that regulatory compliance is maintained (e.g., monitoring compliance with ACGME requirements; anticipating and identifying deficiencies and implementing changes to meet requirements as warranted, assembling material for accreditation site visits, etc.).
3 Manages the preparation and submission of reports to governing bodies and professional organizations. Interacts with outside governing bodies to ensure seamless information exchange (e.g., ABS, ACS, Frieda, NRMP, etc.), including understanding and application of accreditation requirements as well as state and federal regulations for licensure, malpractice, visas, etc..
4 Creates effective and efficient tracking processes for residents for compliance (e.g., duty hours, evaluations, demonstrable competency activities, etc.). Utilizes resources and Web sites involved in medical education.
5 Maintains current knowledge of relevant regulations, including proposed and final rules.
6 Networks with other program coordinators and local and national coordinators professional organizations.
7 In conjunction with the Program Leadership, develops and maintains a marketing plan to recruit applicants. Maintains and updates internet resources (e.g., FRIEDA, etc.) to solicit candidates.
8 Evaluates trends in recruitment and the job market to recommend recruitment strategies.
9 Screens applications based on the needs of the residency and legal recruitment guidelines to facilitate the interview with department leadership.
10 Ensures that residents possess required credentials and certifications.
11 Obtains documents necessary for administration of interview process through Electronic Residency Application Service (ERAS) and direct communication.
12 Implements coordination of candidate interviews with Program Director and candidate and escorts prospective candidates to interview sites.
13 Participates in orientation process for newly hired resident physicians.
14 Participates in career days, open houses and other activities to attract qualified candidates.
15 Maintains recruitment statistics and post-match comparative data.
16 Reviews personnel requirements and maintains files annually.
17 Communicates the policies and benefits of the Residency and/or System. Participates in orientation and maintaining time away records for employees.
18 Directs the annual revision of the residency policy manual and assists the Program Director in the creation and implementation of new policies and procedures.
19 Ensures compliance with the established policies and procedures.
20 Acts as a liaison to the Program Director for residents. Advises residents in resolving employee relations issues and directs them to appropriate System resources.
21 Maintains employee database (New Innovations) for annual scheduling, evaluation management, procedural credentialing and CMS graduate medical education reimbursements.
22 Schedules and prepares biannual evaluation (summative review) for all residents.
23 Oversees and assists with enforcement of program and resident compliance according to the System policies and regulations.
24 In coordination with the Program Director(s), plans, organizes, and implements training and development programs for residents, including, but not limited to, needs assessments, Grand Rounds, Case Conferences, Basic Science lectures, simulation center coordination, quality assurance/performance improvement and all the CME management therein.
25 Prepares call schedule for distribution. In coordination with Program Director(s) and Chief Residents, prepares master resident rotation schedule.
Minimum education Bachelor’s Degree or equivalent experience
Exceptional administrative and organizational with the ability to prioritize and multitask
Excellent written and verbal communication skills
Ability to work with minimal supervision and possess critical thinking, problem-solving, and decision-making skills
Experience in the education field working with accrediting organizations preferred
Minimum experience 3 - 5 years
Knowledge of recruitment
Proficient computer skills
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