Arizona Health Education Alliance - Institutional Coordinator (Internal)

190195 Requisition #
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Under the direction of the GME Manager, the Alliance Institutional Coordinator is responsible for the daily administrative support, services and activities of the Alliance GME Office to ensure adherence with accreditation requirements and training site compliance.


The Institutional Coordinator serves as a liaison between the Arizona Alliance and Creighton Omaha GME Offices, Alliance Program Directors and Coordinators, as well as residents and fellows.


Assists with the reporting of information to internal and external groups, oversees rotator logistics at all major Arizona training sites, and involved in the planning and execution of GME related events.


Essential Functions & Responsibilities:

  • Serves as Alliance point person for all graduate medical education rotators from other institutions to the two major Alliance training sites. Works with GME staff at affiliated institutions to secure rotator schedules and builds master annual rotator schedule. Collaborates with Alliance GME staff to develop site and program specific rotation schedules.
  • Works with Alliance Contract Coordinator to ensure Program Letters of Agreement and Affiliation Agreements (when needed) are in place for rotations.
  • Maintains master calendar for all Alliance GME-related meetings and events.  Partners with the site-specific Institutional Coordinators at each major teaching site to secure meeting space, catering (if needed), A/V confirm scribe and meeting material prep.
  • Leads the coordination for Alliance housestaff-wide curriculum events/lectures (live and virtual formats).
  • Assists Accreditation Specialist with scheduling and coordinating ACGME site visits in collaboration with the Manager of GME and the Designated Institutional Official (DIO).
  • Leads the annual coordination for new Alliance housestaff orientation, including agenda setting, speaker confirmation, room reservation, catering requests, and vendor scheduling.
  • In partnership with site-specific IT, the GME Manager and program coordinators, follow appropriate provisioning process flow to ensure all Alliance residents have appropriate physical and technological access.
  • Administrative lead for monthly Alliance GMEC meeting.  Secures content for material presented, hand-outs, etc.  Records accurate attendance and takes minutes. 
  • Facilitates the completion and collection of residency verification from programs for graduating/departing residents and fellows each year.
  • Lead point of contact to respond to and/or manage flow of verification documentation from credentialing agencies.
  • Initiates and manages the annual housestaff reappointment documentation process.  Creates timelines and works closely with Program Directors and Coordinators to meet deadlines and follow institutional policy on reappointment process.
  • Initiates and manages the graduation and departure process for all housestaff graduating and/or otherwise departing their program to ensure institution specific items and access are closed out as appropriate. Orders and distributes graduation certificates appropriately.
  • Partners with program coordinators and compliance at major teaching sites to ensure documentation is in place prior to resident/fellow start and/or promotion to next postgraduate year, including state resident licensure requirements.
  • Assist program coordinators and data analyst with the input of information and the upload of documentation in New Innovations as needed. Data input into other systems, as required.
  • Responsible for working with vendor(s) for the creation and design of the GME Housestaff marketing materials and graduation certificatesannually.
  • Provide routine support to the GME Office to include: Receiving and screening telephone calls and visitors.  Assists in database entry, copying, filing and reviews incoming mail. Generates and/or reviews correspondence ensuring correct grammar, word choice, spelling and punctuation without altering messaging.  Routes email requests/inquires as appropriate.

  • Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.
  • Bachelor’s Degree or equivalent combination of training a progressively responsible experience that results in the specialized abilities to perform work assigned.
  • Excellent written and verbal communication skills. 
  • Ability to organize information.
  • Ability to handle sensitive information with absolute confidentiality.
  • Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
  • Ability to make decisions independently or to escalate issues as needed.

Physical Requirements:

Seeing: 75 – 100%

Hearing: 50 – 74%

Standing/Climbing/Mobility: 0 – 24%

Lifting/Pulling/Pushing: 0 – 24 % (pound: 10 lbs.)

Fingering/Grasping/Feeling: 75 – 100%

Travel: No

Exposure to Blood Borne pathogens: No

AAP/EEO Statement:

Creighton University is committed to providing a safe and non-discriminatory educational and employment environment. The University admits qualified students, hires qualified employees and accepts patients for treatment without regard to race, color, religion, sex, marital status, national origin, age, disability, citizenship, sexual orientation, gender identity, gender expression, veteran status, or other status protected by law. Its education and employment policies, scholarship and loan programs, and other programs and activities, are administered without unlawful discrimination.

Disclosure Statement: 

This description describes the general nature of work to be performed and does not include an exhaustive list of all duties, skills, or abilities required.  Regular, reliable attendance is an essential function and all employees are required to follow any other job-related instructions and to perform any other job-related duties as requested by their supervisor. Employees may also be required to work in excess of normal working hours as workloads and seasonal activities necessitate. A complete description is available in the Human Resource office located at 3006 Webster Street Omaha, NE.  Creighton University reserves the right to modify duties, responsibilities and activities at any time with or without notice.

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