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o With oversight and direction from the Residency Program Director, the Program Coordinator is responsible for the operational and financial management of the specified residency training program. The position requires a comprehensive and detailed understanding of 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....  More >><< Less

1. Provides ongoing support for the Residents of the Residency Program 50%
• Provides support and meets regularly with the Residency Program Director concerning office management issues and activities and the status of projects
• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Training Director for improvement
• Assists in program-level policy development as needed
• Prepares materials for specialty-specific trainee exams and may assist with proctoring exams
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems
• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Maintains databases with resident and faculty data
• Develops and distributes call schedule
• Completes all purchasing for the program. Assesses equipment acquisition and training needs and makes recommendations to the Residency Program Director
• Orders equipment and supplies for the training office
• Maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season
• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. Assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program)
• Tracks and processes initial paperwork for visa requests, in conjunction with the Registrar and International Office
• Verifies trainees' status and activities as needed
• Assists in the preparation for ACGME Site Visits and internal reviews
• Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations
• Oversees department-level trainee orientation
• Attends national GME Conference
• Attend monthly program coordinator meetings
• Attend monthly Graduate Medical Education Committee (GMEC) meetings
• Attend Journal Clubs, peer mentoring meetings, and webinars as applicable
• Review Program Letters of Agreement for any changes, expirations, etc.
• Update ACGME Accreditation Data System (ADS) with new or departed faculty members, etc.
• Send out rotation evaluations as needed
• Monitor all resident rotation evaluations
• Follow up with faculty members on missing resident rotation evaluations for the prior month
• Deadline for Annual Program Evaluation for the previous academic year; submit executive summary and action plan to the Graduate Medical Education (GME) Office
• Submit complement increase proposals to Graduate Medical Education Committee (GMEC) (as applicable)
• Send out the alumni survey (as applicable)
• Ensure completion of ACGME Resident/Fellow and Faculty Surveys
• Specialty certification board responsibilities
• Report to specialty certification boards
• Register for specialty certification boards, as applicable
• Remind learners of certification board application deadline
• Verification of training to specialty certification board
• Program director form verifying current training for medical licensure
• Send residents reminders regarding the deadline for the United States Medical Licensing Examination/Comprehensive Osteopathic Medical Licensing Examination of the United States (USMLE/COMLEX-USA) Step/Level 3 exam, per program requirements
• Check on state medical licensure status
• Plan and prepare for in-training exams
• Determine new chief resident(s)
• Start reappointment/recredentialing process
• Coordinate annual evaluations of staff members
• If the residency program sponsors subspecialty programs, the program coordinator may plan and coordinate an annual meeting for the specialty and subspecialty program directors
• Coordinate faculty photo (as applicable)
• Renew/enroll members in applicable specialty-specific associations
• Ensure that the resident management system (New Innovations, MedHub, etc.) is appropriately set up and includes evaluations, schedules, new residents, contact information, updated information.
• Assign residents to applicable committees, e.g., Rapid Improvement, Graduate Medical Education Committee (GMEC), Program Evaluation Committee (PEC), Safety, etc.
• Resident file cleanup/creation, including verification of previous education
• Website review/update
• Deadline for National GME Census: Program Survey
• Deadline for August listing in FREIDA (the American Medical Association residency and fellowship database)
• Opening date for National GME Census: Resident Survey
• Schedule meetings and events and reserve space as necessary throughout the year; examples include:
? Orientation
? Recruitment meetings
? Didactic sessions (e.g., Journal Club, grand rounds)
? Resident evaluation meetings
? Clinical Competency Committee (CCC) meetings
? Program Evaluation Committee (PEC) meetings
? In-training exams in computer classrooms
? Graduation
2. Provides ongoing support for the Residents of the Residency Program 30%
• Remind residents to log procedures (as applicable, program specific)
• Verify procedure logs with the program director (as applicable, program specific)
• Assists in monitoring residents' work and education hours via regular review of data reports
• Remind residents to log their clinical and educational work hours every month as needed
• Process resident time off requests (e.g., vacation, personal time, leaves of absence); this may include obtaining approval, notifying the appropriate faculty/staff, and adding to calendars and/or other applicable platforms
• Acts as a liaison between residents and hospital administration when necessary
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees
• Coordinates the evaluative processes of the trainees, program, faculty, and rotations
• Process residency verification requests
• Coordinate remediation process as applicable
• Assist residents who are attending specialty-specific conferences (e.g., approval, funding, registration)
• Coordinate new resident orientation and welcome events
• Identify/follow up with intern mentors, if applicable (not all programs have intern mentor

3. Coordinates marketing for the Program which includes all event planning. 20%
• Plans departmental GME annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events
• Organizes meetings and prepares and distributes materials for conferences and lectures.
• Develop brochures, invitations, or advertisements for events/lectures
• Creates and maintains external program advertising/media through websites, brochures, postcards, publications, and other such media
• Creates/edits annual publications regarding the program
• Maintains program's website
• Edit and distribute the program’s newsletter...  More >><< Less