Program Coordinator

The Program Coordinator is responsible for the operational and financial management of a residency and/or fellowship training program. In collaboration with Program Directors and reporting to the GME Supervisor, 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.

In partnership with the GME Office, 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.  

Essential Functions & Responsibilities:

• Provides support and meets regularly with the Program Director concerning program management and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director and GME Supervisor on improvement.  May assist in program-level policy development.

• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance. 

• Provides both administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents and hospital administration when necessary.  Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, external rotations, etc.

• Oversees department-level trainee orientation.  

• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office.

• With the GME Office, tracks, reports, and ensures compliance with procedures regarding licensing, annual contracts, and initial and re-credentialing of trainees.  

• Manages 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 in accordance to established common database protocols with resident and faculty data, including New Innovations.

• Manages the evaluative processes of the trainees, program, faculty, and rotations.  

• Develops and distributes call schedule.

• Oversees all purchasing for the office/program.  Assesses equipment acquisition and training needs, and makes recommendations to the Program Director and GME Supervisor.  Orders equipment and supplies for the training office. 

• Plans departmental 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. Develops brochures, invitations, or advertisements for events/lectures.  

• Creates and/or 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 content.

• In applicable programs, 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.  In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program)

• Assists GME office to tracks and processes 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 Self Study, Site Visits, and internal/special reviews. 

• Assists in monitoring residents’ duty hours and operative/case experience via regular review of data reports.

• Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines.

• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospitals.

• Works with GME Supervisor to ensure accuracy of budget statements and assists with yearly residency budget.  Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities.

• Performs other duties as assigned 

Qualifications

• Minimum of 1-2 years of office administration experience, preferably in a healthcare and/or education setting.

• 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.