GENERAL SUMMARY/ OVERVIEW STATEMENT:
With oversight and direction from the Program Director, the Division Chief and/or Department Administrator, the Program Coordinator is responsible for the operational and financial management of the accredited/non-accredited residency/fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.
The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Residency Program Management:
Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement. May assist in program-level policy development.
Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
Provides both administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.
Oversees department-level trainee orientation.
Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office,
Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees.
Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
Maintains databases with resident and faculty data, including New Innovations.
Manages the evaluative processes of the trainees, program, faculty, and rotations.
Oversees all purchasing for the office/program. Assesses equipment acquisition and training needs, and makes recommendations to the Program Director. Orders equipment and supplies for the training office.
Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.
Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
Verifies trainees' status and activities as needed.
Assists in the preparation for ACGME Self Study, Site Visits and internal/special reviews.
Assists in monitoring residents' duty hours and operative/case experience via regular review of data reports.
Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments.
Performs other duties as assigned by the Program Director.
Bachelor's degree required with minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.
Relevant work in a residency, education program experience preferred.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Strong ability to make decisions and to work independently, only escalating issues to supervisors as needed.
Excellent written and verbal communication skills.
Ability to multi-task and organize information.
Ability to handle sensitive information with absolute confidentiality.
Strong interpersonal skills are necessary to interrelate with a wide range of personalities from both inside and outside of the Hospital.
Working knowledge of software applications including Microsoft Word, Excel, PowerPoint, Photoshop and Access databases.
Partners Healthcare System