Program Coordinator (5002)

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Description

This position serves as the primary contact for organizations that have an agreement with the Program to coordinate learnin g experiences for residents and medical students. The individual in this position assists the Program Director in coordinating educational experiences for rotations, facilitates all accreditation and licensure issues, provides administrative and technical support in program development, curriculum-related activities, and developing and documenting evaluation criteria for residents. In addition, this position plays a major role in the recruitment efforts for the training programs and as an administrator of residency management and related platforms for the Program.

Examples of Duties

80% Alton Residency Program Administration

• Organize and coordinate the entire residency recruitment process to include the following:
• Coordinate participation in residency recruitment activities.
• Develop and revise residency brochures for distribution to potential candidates.
• Serve as initial contact for all residency candidates for the Alton Program.
• Review all applications from prospective candidates for completeness and perform the initial
  
  

screening process using established holistic guidelines.

• Oversee the interview process and serve as the initial contact for all residency candidates for
  
  

the Alton Program.

• Coordinate application data and disseminate information to faculty.
• May interview resident candidates and provide evaluation/feedback.
• Coordinate the evaluation process of the program applicants along with ranking meetings.
• Enter and/or submit the final ranking for submission to the NRMP.
• Initiate process for first-year residents to obtain temporary or permanent licensure, including interceding
  
  

on behalf of the residents when issues arise with the Illinois Department of Professional Regulation

• g., visas, credentialing, advanced credit, etc.) and/or Missouri Board of Healing Arts.
• Review yearly contracts for Family Medicine residents; facilitate review and initiate meetings with
  
  

Advisors.

• Provide draft data/reports on trends, successes, and problem areas in the form of annual
  
  

accreditation documents in Web-Ads and Annual Program Evaluation for Program Director.

• Coordinate grievance and disciplinary procedures by and against residents/fellows.
• Facilitate the internal review process with the Graduate Medical Education Office.
• Serve as Office of Record for all current residents by keeping up-to-date confidential and professional
  
  

development files.

• Responsible for maintaining portfolios for all residents on their three-year experience: personnel
  
  

records, legal papers, contracts, demographic data, licensing and testing information, absence

requests, evaluations, and other related materials.

• Maintain a database of past residents, contacting them periodically to verify practice data and to survey
  
  

them on educational issues.

• Responsible for tracking and notification of resident absence requests.
• Monitoring residents' compliance with Medical Record Delinquent Policy with the faculty or clinic
  
  

Medical Director/clinical administration.

• Schedules and administer and proctor all in-training assessment tests given to residents.
• Coordinate the orientation for all new residents.
• Coordinate yearly Faculty/Resident poster
• Attend and/or staff the Faculty meeting, OGME coordinator meetings, CCC, and other Program
  
  

committees as requested.

• Serve as liaison for all inquiries and requests from the American Board of Family Medicine, American
  
  

Academy of Family Physicians, Illinois Academy of Family Physicians, and the American College of

Osteopathic Family Physicians.

• Serve as liaison with sister family medicine program sites with regard to residency issues.
• Work closely with Alton Memorial Hospital on event planning for residents and budget submission.
• Work closely with Alton Memorial Hospital on resident renewal contracts, reimbursements, and
  
  

training information.

• Work closely with Alton Memorial Hospital in the ordering of yearly recruitment supplies
• Work closely with MEPS, Program staff, chief resident, and faculty for scheduling of rotations and
  
  

resident didactics.

• Liaise with hospital and/or clinic administration to receive and input data tracking resident and faculty
  
  

clinical activities.

• Prepares and monitors the program budget.
• Responsible for purchasing and accounts payable functions for the program.
• Responsible hiring and supervising all program support staff.
• Assists the Program Director in the development and implementation of program policies and
  
  

procedures.

• Serves as the liaison for facility, security, maintenance and technology requests.
  
  

20% Software and Computer Programs

• Master and serve as the main contact for the following computer programs:
• Electronic Residency Application System (ERAS) - a national program that processes applications for
  
  

residency programs and is used in the National Match Program. This will require learning how to

evaluate and filter applications, run reports and print off applications.

• National Resident Match Program (NRMP) - Annual entering of candidate rank list using the NRMP
  
  

platform for Program Director verification and final submission.

• Accreditation Council for Graduate Medical Education (ACGME) Web Ads -Annual updating of
  
  

Program documents is required by the ACGME to meet accreditation standards. This also includes

submitting the Annual Program Evaluation (APE) to the OGME.

• American Board of Family Medicine (ABFM) - Residency Training Management System (RTMS) -
  
  

Periodically, this position must enter and document resident progress and experiences to qualify for

graduation and sit for the family medicine board.

• American College of Osteopathic Family Physicians (ACOFP)- board certifying agency for
  
  

Osteopathic residents; this position communicates with and enters data for DO residents seeking

board certification through ACOFP as opposed to ABFM.

• New Innovations (NI): a software program designed to assist with tracking data on residents throughout
  
  

their educational experience - this will require learning how to run the various reports, monitoring duty

hours for all residents, and sending out evaluations to preceptors.

• SIU Website - work closely with Marketing to maintain up-to-date information on the Program
  
  

website.

• Social Media platforms- maintain account access for official social media platforms; may also
  
  

create content for social media platforms as needed.

• Residency scheduling software- various software programs (such as AmIOn) used for program
  
  

scheduling- this position works closely with MEPS/scheduler and maintains access and oversight

of schedules for the Program.

Qualifications

• Bachelor’s degree
• A total of one (1) year (12 months) of work experience in curriculum development and/or program
  
  

coordination of a residency, fellowship or educational program in an academic setting. (Note: Master’s

Degree in an area consistent with the duties of the position may be substituted for one (1) year of work

experience.)

Supplemental Information

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security . This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.