Medical Education Program Specialist

Provides day-to-day coordination of the Department Residency or Fellowship programs. Functions as a liaison between the Supervisor of Operations and Education, Program Directors, Chief Residents, Faculty, Residents, Graduate Medical Education Office, as well as, other administrative departments.

This role will support the Pediatric Hospitalist Fellowship program

Major Responsibilities :

• Schedules / Data Management / Compliance
• Ensures effective coordination of scheduling for rotations, conferences, lectures, implementation of competencies, performance evaluations and all program required activities including activities such as ACLS, standardized patients, etc.
• Responsible for tracking resident patient / case logs as applicable to the individual program.
• Coordinates trainee, faculty, conference and program evaluation processes and produces appropriate reports / data to be used in individual and program reviews that demonstrate program improvement.
• Ensures trainees are up to date with required certifications, TB, completion of medical records, evaluations and other program requirements.
• Monitors that residents and fellows enter their work hours regularly and compliance reports. Reviews duty hour reports regularly and discusses compliance issues with the Supervisor of Operations & Education and the Program Director.
• Communication / Meeting & Event Planning
• Works closely with the Supervisor of Operation & Education and the Program Director of the education program.
• Effectively communicates with education staff, chief resident, residents, fellows, Program Director and Supervisor of Operations & Education.

Communicates timely and clearly.

• Alerts the Program Director of any resident potential counseling need resulting in a poor performance evaluation and oversees documentation of remediation or other plans of actions.
• Prepares recommendation letters, end of training evaluations, specialty board letters and verifications of trainee training.
• Plans and schedules meetings related to the education program.
• Plans, organizes and participates in trainee orientation and graduation activities.
• Identifies opportunities to improve processes in the education program and discusses these with Supervisor of Operation & Education and Program Director.
• Site Visits and Internal Reviews
• Maintains a working knowledge of ACGME Institutional, Common and RRC program specific training requirements.
• Works in collaboration with the Supervisor of Operations & Education, Program Director, residents and faculty in preparation for ACGME site visits and internal reviews including documents preparation and data gathering.
• Resident / Fellow Recruitment
• Coordinates training program recruitment process including screening of applications, inviting for interviews, scheduling faculty for interviews, etc.
• Ensures that all human resources and graduate medical education required aspects of hiring trainees are completed timely.
• Documentation, record keeping and reporting
• Maintains required resident / fellow data in E*Value and seeks opportunities to identify more efficient ways of coordinating activities in the training program using this system.

Ensures trainee data entered is correct and up to date.

• Collects and compiles data related to education program for reporting and accreditation purposes.
• Other Responsibilities
• Establishes priorities and sets deadlines for efficient coordination of the education program's activities.
• Provides administrative support related to the education training program as needed.
• Plans educational meetings and agendas in conjunction with the Supervisor of Operation & Education.
• Takes minutes at educational meetings.
• Acts as an information resource for resident / fellow related matters and stays informed of new changes.
• Attends residency annual meetings held by the appropriate association alternating meetings with the Supervisor of Operation & Education.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent.

Incumbent may be required to perform other related duties.