Residency Program Coordinator- Department of Emergency Medicine

Job Description:

To perform a wide variety of professional duties in the management of all medical and House Staff programs.

Minimum Qualifications:

Associate's degree or equivalent. 3 years related experience.

Specific Job Related Duties:

Coordinates the day-to-day administrative aspects of the Emergency Medicine graduate medical education residency program in collaboration with the Program Director, attending physicians, residents, and other institutional regulatory administrative offices. 

• Collaborates with the Program Director to assure that the program meets or exceeds accreditation requirements
  • Knows the current ACGME program requirements
  • Organizes and maintains residency training files
  • Assists with the preparation of documentation required for accreditation (Annual Program Evaluation, Milestones, WebADS updates)
  • Manage and coordinates accreditation site visits
  • Maintain web-based ACGME surveys
  • Maintain ongoing communications with the GME office
  • Maintain evaluations and monitoring of Duty Hours through New Innovations
• Assists in the ongoing management of the GME program budget
  • Process travel and oversight of the travel funds
  • Process reimbursements for program related expenses
  • Oversight of the recruitment budget
  • Manage the Resident Development Fund which includes processing orders, reimbursements, tracking expenses, and monitoring the budget.
• Gather and maintain records for credentialing and reimbursement
  • Assist new residents with the on-boarding process
  • Collect and gather credentialing data
  • Schedule trainees for credentialing courses (ACLS/BLS/EPIC)
  • Ensure data in New Innovations is accurate
• Coordinate training schedules
  • Work with the Program Director and Chief Resident to compile the master training schedule each year.
  • Coordinate rotation schedules with other programs for off-service rotations.
  • Maintain updated schedule through New Innovations
  • Compile call schedules and update in AMCOM
  • Organize, manage, and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, recruitment, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings. Coordination and confirmation of the planned activities; distribution of conference material; creation of sign-in sheets for all conferences; entry of attendance into New Innovations database.
• Coordinate Residency Recruitment and Interviews
  • Manage residency applications through ERAS and work with the PD to screen applicants for interviews
  • Work with PD to schedule interview dates and communicate with applicants to schedule interviews
  • Organize interview days: distribution of applicant files, evening dinners, breakfast, lunch, scheduling interviews, distribute information about hotel options, and escorting applicants.
• Administrative responsibilities
  • Provide administrative support to the Program Director for GME related activities.
  • Work with the GME office for on-boarding, scheduling workshops, maintaining current certifications for residents, maintaining licensure documentation.
  • Monitor time and attendance in KRONOS for residency staff.
  • Providing timely training verifications
  • Maintaining resident files
  • Serve as the program liaison with agencies and institutional departments.
  • Answer phones and respond to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communications in a timely manner.
  • Compose correspondence and memorandums in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure.
  • Perform miscellaneous clerical tasks, such as making copies, filing, faxing, and mail distribution.
  • Perform any related duties required to maintain efficient operations of the residency programs. 

Preferred Skill/Competency:

• Knowledge and experience working with Word and Excel spreadsheets
• Familiar with PeopleSoft financials and Kronos Timekeeping System
• Strong organizational skills
• Possess excellent verbal, written, organizational and interpersonal skills
• Ability to multi-task to support diverse areas within the administrative team
• Experience working in a team environment
• Prior residency training program experience

Salary:

Commensurate with Experience