Job Postings

With oversight and direction from the Program Directors/Administrative Director of Medical Education (ADME), the Program Coordinator is responsible for the operational and financial management of the fellowship training programs and support for the Program Directors and Fellows. The position requires a comprehensive and detailed understanding of ACGME or other national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

The Program Coordinator is a member of the education design and leadership of the fellowship programs, therefore, ultimately responsible for the fellows within the programs

1. Responsible for assisting the Program Director in the overall and day-to-day operations of the Program

Provides necessary support to the Program Director, residents and staff
Updates Program Director, residents and staff on departmental policies and procedures
Ensures accurate time-keeping documentation
Produces and distributes annual rotation schedule and manages monthly changes
Communicates annual rotation schedule changes to all necessary personnel
Works with the Program Director to ensure completion of the resident and other learner schedules
Manages schedule changes and ensures all are appropriately reflected in MedHub
Ensures the timely receipt of all faculty evaluations
Works with the GME office/Human Resources regarding all visa applications and the ECFMG process
Assists and coordinates with the GME office any special functions (e.g. resident graduation, resident receptions, awards, etc.)
2. Responsible for the organization of the recruitment, interview and Match process
Assists in development of annual recruitment campaign
Organizes the residency recruitment schedule to be followed throughout the recruitment season
Annually reviews recruitment information and internet website for any possible changes/modifications
Manages Electronic Residency Application Service (ERAS) interaction and prescreens all applicants invited for interviews
Produces and distributes the applicant interview schedule and manages acute scheduling changes
Coordinates the interview process, ranking process, and post-match activities (including but not limited to: post-match survey process, block scheduling request packet creation and distribution)
Assists in the electronic submission of the National Resident Matching Program (NRMP) list
3. Responsible for understanding Program Accreditation and assists in ensuring the Residency fulfills all appropriate requirements.
Understands and is able to analyze the Accreditation Council for Graduate Medical Education (ACGME) and American Osteopathic Association (AOA) requirements for institutional, core, and program requirements.
Coordinates completion of the self-study and annual update for the ACGME review and Basic Standard Workbooks for the AOA site review.
Advises Program Director of requirement interpretation
Organizes Internal Review with institution’s Graduate Medical Education (GME) office
Maintains current knowledge of state licensure requirements and ensures Health
Insurance Portability and Accountability Act compliance
Monitors resident work hours and corrects issues related to work hours in coordination with the Program Director
4. Responsible for ensuring completion of all appropriate resident documentation
Oversees tracking and verification of all procedures and credentialing
Manages residency personnel database and ensures all data is up-to-date, and accurate
Ensures resident binders/files are all consistent, up-to-date, and accurate
Works with the Program Director to annually update and modify resident curriculums
Coordinates completion of all resident and faculty evaluations and coordinates feedback to Program Director and/or GME office and involved faculty regarding rotation evaluations
Maintains statistics for the Joint Commission and the Association of American Medical
College surveys and ACGME/AOA director of residency programs
5. Responsible for coordinating the Residency/Fellowship orientation programs
Assists in planning and developing the program-specific orientation schedule with the Program Director
Assists the GME office in the planning and development of the Institutional resident orientation schedule
Organizes the program-specific materials to be distributed to all incoming residents
Assists the Program Director in development of the Intern lecture schedule and distributes to all appropriate personnel
6. Responsible for coordinating the learner educational experience
Ensure that all learner rotations and electives are assigned appropriately
Coordinate student evaluation completion
Identify potential students for recruitment to the program and facilitates their interaction with the residency administration
Advise learners on the application process for the residency program
Coordinates all educational activities and experiences (e.g. grand rounds, conferences, etc.)
7. Responsible for continuing professional development
Participate in hospital and departmental committees related to residency programs
Participates in national, regional, and state conferences, committees, training programs, etc. related to the residency program
Apprise Program Director of changes and trends in GME

8. Utilize effective verbal and written communication skills, and maintains appropriate interpersonal relationships
Serve as an articulate representative of the Residency/Fellowship Program with all audiences, and complies with established policies
Utilizes appropriate and acceptable intervention and communication styles in order to be an effective liaison and resource person
Prepares written reports and documentation with correct grammar and form; submits all required reports and documentation accurately, completely and on time
9. Responsible and accountable for assigned educational activities or initiatives associated with program development and/or innovation
Assists Program Administration in development of work plans and timelines, and metrics for all projects. Ensures adherence to descriptors, taking appropriate actions to meet and as necessary, revise requirements
Collects and analyzes Program-specific metrics as appropriate
Assists in providing guidance and support to ensure effective implementation of program initiatives/innovations
10. Develops, promotes, and provides education symposia for physicians. Conducts needs assessment for target audience. Documents offering appropriately to meet criteria for obtaining continuing education credits for participating....  More >><< Less

Bachelor’s Degree (preferred but not required) and a minimum of 3-5 years of experience in either a healthcare setting (preferably in Graduate Medical Education i.e. Residency/Fellowship Coordinator) or in some field of education, (i.e. teacher/educator) preferred.