Coordinator GME Full Time Day

Job Description

POSITION SUMMARY

Under the oversight and direction of the GME Director, the Graduate Medical Education Program Coordinator will assist in the administrative operations relating to 1) the rotations at Martin Luther King, Jr. Community Hospital (MLKCH) and 2) the MLKCH – Graduate Medical Education Program development. The GME Program Coordinator will work with the Site Director (MLKCH) and Program Director to maintain residency management software, optimize rotations and physician schedules, ensure completion of rotation evaluations, prepare and deliver resident orientation and onboarding materials, document various correspondences, and perform other duties as assigned. The GME Program Coordinator will work with the GME Director, Program Director, Assistant Program Director in scheduling meetings, coordinating the preparation, review and submission of documents, and other related work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provides support and meets regularly with the Site Directors for resident external rotations, medical student internal clerkship rotations, and visiting fellows, concerning office management issues, trainee activities, and the status of projects.
2. Develops and distributes call schedule with the Site Directors for resident rotations.
3. Prepares documentation and maintains accurate and timely information to provide to the Sponsoring Institution’s Program Coordinator.
4. Ensures that reports and correspondence are prepared and delivered in a timely manner.
5. Provides other administrative assistance to Clerkship, Residency, and Fellowship Site Directors.
6. Interprets and applies ACGME, hospital, and other national accrediting agencies policies to sustain compliance.
7. Develops, implements, and maintains departmental recordkeeping and filing systems.
8. Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, and initial and re- credentialing of trainees.
9. Ensures GME policies are current and aligned with institutional and accreditation standards.
10. Verifies resident and medical student status and activities as needed.
11. Informs residents of inter- and intradepartmental changes in policies and procedures with assistance from the GME Office.
12. Supports the GME Director in completing the Annual Institutional Review (AIR) for the institution.
13. Manages and coordinates new resident, medical student, and external rotator onboarding: orientation to the hospital, badge, access, parking, and general hospital site tour.
14. Works with the business manager and/or Administrative Director to ensure accuracy of monthly budget statements and develops yearly residency budget.
15. Manages offboarding for visiting residents, medical students, and external rotators
16. Constructs, maintains, and collects evaluation reports from medical students, residents, and teaching faculty.
17. Assists the Clerkship Site Director in preparation of Structured Evaluation letters (SLEs) on behalf of residents applying into Internal Medicine
18. Assists in execution and maintenance of Program Letters of Agreement (PLAs) and Affiliation Agreements between MLKCH and external organizations.
19. Performs duties and projects specific to the functions and needs of the department.
20. Maintains compliance with HIPAA and successfully completes HIPAA training and certification.
21. Understands ACGME Institutional, Specialty, and Program Requirements and Policies.
22. Coordinates resident rotation schedule in compliance to the Residency Program block and rotation schedule.
23. Maintains biographical information on all residents and update information on alumni in a database.
24. Understands the dynamics and objectives of the Residency Program and the significance of the use of MLKCH site for rotations.
25. Schedule meetings, prepare agendas, take minutes, prepare reports and prepare correspondence.
26. Develops and maintains residency program schedules, evaluations, and tracks resident attendance.
27. Develops and maintains resident and physician workflow and schedules.
28. Coordinates with consultants to provide logistics support.
29. Assists in preparing, distributing, and reviewing all residency orientation and onboarding materials with each individual resident.
30. Actively participate in the Internal Medicine recruitment season by developing interview schedules, and providing administrative support to the candidates and interviewers; serve as the administrator and main contact for online recruitment platform.
31. Provides administrative supervision and guidance to residents rotating regarding administrative issues, due dates, and deadlines. May supervise, train, and guide new coordinators or administrative assistants within the program.
32. Assists in monitoring residents’ duty hours and operative/case experience via regular review of data reports.
33. Develops, monitors, and reports on residency program budget and expenses.
34. Responsible for recurring purchasing orders for the residents, processing all check requests, and paying bills associate with the program’s activities on the MLKCH campus.
35. Assists the GME Director with execution of the Residents Contracts.
36. Collaborates with HR to manage resident PTO, meal stipends, and address program-related issues and administrative needs.
37. Coordinates with Employee Health to ensure compliance by verifying resident clearances, maintaining up-to-date records, and obtaining updated immunization documentation.
38. Assists in annually updating the program handbook to reflect the latest guidelines and requirements
39. Maintains an academic year calendar to ensure monthly compliance with the ACGME requirements.
40. Serves as the GME Program Coordinator for ACGME's WebADS for the residency program, managing data submissions and updates.
41. Coordinates with ambulatory support staff to facilitate program-related operations and resident needs.
42. Support other special projects as they come up.
43. Serve as the back-up Program Coordinator of the Internal Medicine Residency Program.
44. Other duties as assigned.  

Job Requirements

POSITION REQUIREMENTS

Education

• Bachelor’s Degree in Business Administration, Education, or related field.

Qualifications/Experience

• Minimum of two (2) years of office administration experience, preferably in a healthcare and/or education setting.
• Minimum of two (2) years of project management experience, preferably in a healthcare and/or education setting.

Special Skills/Knowledge

• Excellent written and verbal communication skills.
• Excellent interpersonal and organizational skills.
• Ability to manage sensitive information with absolute confidentiality.
• Working knowledge of Microsoft Office and residency management software, including MedHub and Cerner.
• Ability to make decisions independently and escalate issues as needed to appropriate individual(s).