Program Coordinator - GME, Gastroenterology/Palliative Care - Hybrid

Overview

*a cover letter must be submitted for further consideration*

The Graduate Medical Education (GME) Program Coordinator partners and collaborates with the program director and leadership on all aspects of GME program management, including the operational and administrative aspects of one or more GME programs. The Program Coordinator serves as an important liaison with trainees (residents and fellows), faculty and other staff members as well as the Accreditation Council for GME (ACGME). They are responsible for assuring that program(s) is properly organized, effective, and in full compliance with all internally and externally relevant policies, procedures, regulations, requirements, and professional standards. As an integral member of the leadership team, the Program Coordinator continually assesses, directs, and executes a wide range of programmatic issues including long range planning, recruitment, analyzing administrative workflows, maintaining databases, communicating with faculty and trainees and managing internal and external program relations. In addition, the Program Coordinator develops, distributes, analyzes and manages educational functions including competency/curriculum frameworks and evaluation of faculty, trainees and the program. Finally, the PC plays a vital role in the well-being of residents and fellows and frequently serves as the liaison between trainees and faculty.

Responsibilities

Administration:

• Serves as a liaison between the program director, trainees, the GME office and other programs and related agencies. Oversees day-to-day operations of the training program.
• Manages HR and compliance related requirements for trainees as a delegate for the Program Director.
• Manages and coordinates trainee rotation schedules (internal and external) and on-call coverage along with all trainee HR and program-specific activities.
• Manages and monitors compliance with institutional and program policies, and all regulatory accreditation, licensure, and certification requirements for trainees including clinical and educational work hours and educating program faculty and staff as needed.
• Administers the Residency Management System (MedHub) for the program, including reporting, evaluations, demographics, schedules, goals and objectives.
• Assists in the development and implementation of new systems, administrative policies and educational strategies for the program(s).
• Provides guidance to trainees on program and GME policies and non-clinical aspects of the program.
• Manages financial tasks related to the program and processes, in collaboration with the program and departmental leadership.
• Promotes and fosters trainee well-being.

Program Accreditation & Compliance:

• Utilizes unique knowledge of ACGME program requirements, policies and procedures to support programmatic compliance and serves as the program’s project manager for ACGME site visits.
• Together with the Program Director(s), manages residency data contained in the ACGME Accreditation Data System including milestones, surveys, scholarly activity, training sites.
• Facilitates Program Evaluation, Clinical Competency and other relevant program specific committees.
• Responsible for tracking and meeting deadlines for internal and external stakeholders including accreditation, specialty board and other regulatory bodies (ACGME, FREIDA, ERAS, GME Track, board requirements, state licensure).
• Preparing research, analyzing, managing, and presenting data for the purpose of continuous quality improvement of the program, curriculum effectiveness, and learner tracking and assessment.

Residency Lifecycle:

• Manages the programs annual interview process, including marketing via website and social media, records and software management, scheduling, ranking, reporting, and process improvement. Including applicant screening scheduling, day of execution and post interview wraps ups and ranking.
• Creates and executes graduation activities and off-boarding and verifications for trainees.
• Participates in trainee remediation to ensure compliance documentation, grievance and due process procedures.
• Provides program-level administrative support for resident reappointment/promotion
• Responsible for orientation planning and execution for new trainees as well as program specific educational retreats.
• Facilitates and documents remediation and adverse action process with program director and other leadership as needed.
• In collaboration with the program director, organizing, preparing, and recording faculty development activities.
• Performs other duties as required or assigned.

Qualifications

• Associate’s degree with 3 years of relevant coordination/healthcare experience or the equivalent in education and experience required. Prior Graduate Medical Education experience and/or Bachelor’s degree preferred.
• Superb communication (written, verbal, cross-cultural, interpersonal) which exhibits diplomacy, leadership and compassion.
• Comfortable working both independently and as a part of a collaborative team. Able to work with all levels of faculty, administration, and staff.
• Possess demonstrated leadership and personnel management skills.
• Passion for lifelong learning and professional development.
• Strong critical thinking skills. Is engaged and proactive in taking initiative to identify issues and offer solutions.
• Able to adapt quickly to shifting priorities in work demands and timelines. Possesses excellent organizational skills and is able to prioritize and problem solve.
• Excellent attention to detail, maintains accurate and complete records and protects sensitive, confidential information at all times.
• Has demonstrated experience and proficiency with Microsoft Office Suite applications as well as ability to quickly learn new and become proficient in other business software applications that may be used by the department (including scheduling software (QGenda) and residency management software (MedHub).

Required Licensure/Certifications

• Attain TAGME Certification after three years of hire.
• Attain Yellowbelt Certification within one year of hire.