Administrative Coordinator - Internal Med Residency - Full Time

Summary :

Provides secretarial / administrative support to Internal Medicine Residency Program, with oversight from the Manager of GME Residency Programs (MRP), Program Director (PD)and DIO.

The Program Coordinator (PC) is responsible for the operational and financial management of the accredited Residency training program as well as strategic planning support for the programs and institutional improvement efforts. The PC will ensure compliance with the residency specialty specific Accreditation Council for Graduate Medical Education (ACGME) requirements. The position requires a comprehensive and detailed understanding of the national accreditation and hospital policies. The PC will continually assess and reassess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, coordinating and supporting the preparation of didactic work sessions, communicating to all required personnel, and maintain residency related databases. PC will be the point person to serve as a liaison between, GME program manager, Program Director, faculty, resident, students, rotation contacts and other internal and external agencies.

Experience :

Five years administrative assistant (or related secretarial) experience required. Computer skills and proficiency in multiple software programs including; Microsoft Office, Word, Excel, Power Point and willingness to learn other programs / software that becomes relevant and required for program. Must be able to handle diverse workload, demonstrate strong multitasking capability, exercise solid professional, individual judgement within limits of standard practice. Must have the ability to work well under pressure and maintain composure with a pleasant, positive, professional attitude. Must be motivated, energetic and detail oriented. Individuals must have strong interpersonal skills, be able to work independently, and possess time management skills. Familiarity in hospital or medical setting desired.

Education :

Two-year degree, associate's degree in secretarial sciences preferred : however, related and significant experience at the administrative may be considered in lieu of a degree.

Licenses : No licenses required

Essential Functions :

1. Act as lead point person for residency program to manage and coordinate the program as directed by the DME / MRP and PD.

2. Possess through knowledge of policy and procedure guidelines determined by ACGME, RRC, LCME / COCA, institution and specialty board to successfully adhere to the requirements and manage the program accreditation process.

3. Coordinate full scope, recruitment, onboarding and orientation process for program, including the use of ERAS and NRMP. For screening, comparing, processing, and ranking applicants.

4. Provide strategic planning support and development, perform, and monitor S.M.A.R.T. goal driven project work for the program.

5. Support the residency by providing and maintaining accurate, relevant data about specific program requirements and compliance standards in all GME related systems (i.e. ACGME, ERAS, NMRP, WebAds, New Innovations, Specialty Board, FRIEDA, etc.)

6. Direct the workflow and supervise the necessary administrative paperwork and records for the program to ensure compliance and meet accreditation and governance standards.

7. Develop, manage and monitor budget in coordination with the MRP, DME, and PD.

8. Oversight, track, and verify procedure and work hour logs to meet program completion requirements; work hours, conference attendance, EMR Compliance, etc.

9. Coordinate resident filing, data management, seasonal program activities and timeliness, including in-training exams, PEC and CCC milestones

10. Implement, maintain and refine the resident, faculty and programs evaluations systems.

Other Duties :

1. Under the direction of MRP and DME, create and / or maintain external (annual review) program advertising / media through websites, brochures, publications and other social media.

2. Participate in resident wellness events as appropriate, including graduation and wellbeing activities as appropriate to support an environment of appreciation and wellness for all team members.

3. Prepare and maintain resident / faculty schedules including rotation schedules, call schedules, lecture schedules.

4. Be able to occasionally travel for professional development.

The pay range of this position is $18.53 - $28.92.