Residency Coordinator

Job Summary
The Residency Coordinator's primary job functions are to collaborate with the University of Washington School of Medicine Rural Program’s Residency Program Director in the planning, organization, and administration of the residency program and with CVCH personnel to process all residency experiences. This position works collaboratively with all CVCH faculty to ensure that the residency program achieves set goals and compliance. The Residency Coordinator serves as a liaison in the community and with training centered departments, including the UW Fam Medicine Residency, the UW Graduate Medical Education staff, and various medical boards/organizations.

Essential Functions: These functions are fundamental to the role and must be performed with or without a reasonable accommodation.

1. Residency Accreditation and Compliance
   1. Collaborate with the residency’s program director to design, manage, and evaluate the program in accordance with the ACGME’s/GME’s standards and accreditation requirements. 
   2. Develop and implement processes and timelines for collection, documentation, and reporting of data for maintenance of program accreditation and management of residency registration with credentialing boards as appropriate.
   3. Assist in maintaining all essential documents required for compliance within the UW residency’s learning management system.
   4. Serve as the coordinator for ACGME and GME accreditation onsite and compliance reviews.

1. Residency Recruitment and Residency Onboarding
   1. Develop, implement, and evaluate the resident pipeline including recruitment and scheduling of medical student rotations. 
   2. Manage web-based recruitment systems, including, but not limited to the Electronic Residency Application System, Thalamus, and the National Residency Matching Program.
   3. Control, schedule, and monitor interview activities and arrangements while communicating with applicants, faculty, residents, and CVCH staff as appropriate.
   4. Provide program marketing including web, social media, and print communications to the CVCH, UW, and GME staff for use on websites and at recruitment fairs. 
   5. Supervise arrangements for attendance at residency recruitment fairs and supervise UW staff notification as needed.
   6. Create the residency’s orientation agenda in conjunction with rotation sites and invite session presenters as per CVCH’s requirements for incoming providers.

1. Credentialing and Scheduling
   1. Collaborate with residency program director to develop, monitor, and modify complex clinic provider schedules, including call assignments. Provide outside facilities with residents’ rotation dates at those sites.
   2. Disseminate detailed onboarding and orientation information to participating outside facilities in a timely manner and ensure adherence to credentialing protocols with those offices.
   3. Maintain resident personnel files to assure compliance with reporting requirements.

1. Evaluation and Training
   1. Manage web-based data systems to create, track, and collect evaluations, work hour details, procedure logs, portfolios, dashboards, and other ACGME required data.
   2. Ensure completion of evaluations by outside evaluators (residency attending providers, clinic preceptors, staff, and patients) utilized during the annual program evaluations and program site visits. 
   3. Coordinate the annual provider Advance Life Support in Obstetrics (ALSO) course and the bi-annual instructor course.

1. Financial Responsibilities
   1. Monitor time and attendance and submit reports to the Univ of WA’s GME finance staff as it pertains to the funding of the residency.
   2. Supply the UW’s GME office with current FTE data for sites and faculty for CMS billing.
   3. Order and manage residency supplies and inventory.
   4. Manage financial income for ALSO course.
   5. Maintain the residency coordinator’s CVCH credit card and reconcile monthly while approving the residency’s own credit card.

1. Program Administration
   1. Participate in Residency meetings to maintain crucial contact with Seattle residency staff. 
   2. Approve resident PTO within structured parameters ensuring availability to meet ACGME and service demands. 
   3. Attend continuing education conferences and workshops related to program management and professional development. 
   4. Coordinate residency program special events such as graduation, alumni gatherings, and Univ of WA’s visits to Chelan.
   5. Navigate completion of resident appointments with the GME office and at rotation facilities. 
   6. Assist with revision and distribution of resident curriculum and texts. 
   7. Serve as a CVCH liaison for Univ of WA, community, regional, and national associations and boards. 

Non-Essential Functions: These are tasks that are included in the role but are not critical. They may be reassigned or modified without fundamentally changing the job.

• Run ad hoc reports as requested.
• Participate in internal committees or special projects.
• Contribute to internal communications or newsletters.

Qualifications:

Education:

• Bachelor’s degree required or equivalent experience.

Certification/Licensure:

• N/A

Experience:

• Five years’ experience in an administrative position with significant experience in creation and coordination of multiple, complex schedules using web-based scheduling systems and proven team-based focus with excellent communication skills. Consideration may be given for any combination of experience and education.

Language Skills:

• English fluency required
• Bilingual English/Spanish preferred

Skills & Competencies needed:

• Strong interpersonal and communication skills
• Analytical and problem-solving abilities
• Ability to manage sensitive and confidential information

Work Environment & Physical Demands:

• Typical office environment
• Sit, stand, walk, often
• Reach occasionally
• Kneel or crouch minimally
• May need to lift up to 10 pounds
• Visual acuity for close and distance work

Exposure to Hazards:

• Moderate noise
• Standard administrative working conditions

Blood/Fluid Exposure Risk:

• Category III – Tasks involve no greater exposure to blood or body fluids than would be encountered by a visitor.

Age-Specific Competency:

• Not applicable – position does not involve patient care.

Telecommuting:

• Eligible for partial telecommuting.

Equal Opportunity Statement:

• CVCH is an equal opportunity employer and embraces diversity in the workplace. We are committed to providing a respectful, inclusive, and supportive environment for all employees.

Benefits

*Coverage below based on a 1.0 FTE; Medical, Dental, Paid Leave, Holidays are prorated based on FTE