Program Coordinator - Surgery

Overview

WMed is recruiting for a Program Coordinator. The program coordinator is an integral member of the program leadership team. The program coordinator provides administrative support to the Residency Program Director and assists the Manager, GME Program Support in the development, implementation and management of residency/fellowship program operations.

Responsibilities

Recruiting and Marketing:

• In conjunction with the Program Director, designs and implements resident recruitment strategies and activities for the residency and/or fellowship programs.

• Assists in recruitment of faculty and staff

• Maintains department's residency website information, determines content, and tailors the website message to best inform users.

Scheduling:

• Develops and/or manages faculty, resident, and medical student schedules including call, holiday coverage, rotation block schedules, vacations, inpatient coverage, clinic coverage, preceptor coverage, etc.

• Works with participating sites to secure rotations for residents and other learners.

• Coordinates medical student schedules with Curriculum Coordinator

• Approves/coordinates schedules for visiting students and residents

• Schedules program orientation/onboarding for faculty, residents and staff

• Assists Clerkship Director with administration of clerkship duties/requirements

Regulatory Compliance:

• Must develop specific knowledge of the ACGME program requirements, policies, and procedures as it pertains to the program being supported.

• Assists in residency ACGME/AOA accreditation processes, including compiling required statistics for submission to the RRC

• Develops and maintains resident and faculty evaluation systems

• In consultation with Program Director, determines the format, compiles the documents, and helps conduct the annual program evaluation and the Clinical Competency Committee. Monitors the list of action items throughout the year for compliance.

Record and Database Management:

• Coordinates information for the NRMP, FREIDA, ADs and other relevant databases

• Tracks residents milestones and reports milestones to ACGME via the ADs system semi-annually

• Uses the residency software management system, New Innovations, to track and review relevant program related information such as duty hours, resident evaluations, schedules, procedure logging, and conferences.

• Maintains resident files in accordance with WMed policy.

Program Management:

• Supervises and mentors program administrative assistant(s)

• Assists the Program Director in preparing and managing the annual department budget

• Assists the Manager, GME Program Support in creating and maintaining the calendar of WMed residency related due dates ensuring compliance of on-time completion

• Assists Program Director in writing and implementing department policies

• Serves as a resources to residents and faculty for WMed services and programs

• Serves on various departmental and/or liaison committees

• Assists the Manager, GME Program Support in creating and maintaining annual residency program coordinator/administrator work plan

• Attends monthly Program Coordinator/Administrator meeting

• Tracks/ensures completion of resident procedures and competencies required for graduation

• Ensures that unconfirmed procedures have been signed off

• Ensures that evaluation of residents are submitted by faculty

• Assists the Program Director with resident and staff conflict resolution

• Compiles and submits required departmental statistics and information to the Manager, GME Program Support

• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.

• Acquires knowledge for new technology and policy/procedure revisions.

• All other duties as assigned.

Qualifications

• Bachelor's degree preferred.

• Three years' experience in an administrative field.

• Prior experience in an academic or healthcare administration setting is preferred.

• Previous administrative supervisory experience is highly desirable.

OTHER SKILLS AND ABILITIES:

• Demonstrated proficiency with computer systems including spreadsheet and database management.

• Excellent interpersonal skills, proven ability to work with others, and to effectively communicate verbally and in writing.

• Ability to interpret, comprehend and transmit complicated and detailed instructions.

• High level of organizational skills, the ability to concurrently manage multiple tasks and to delegate as appropriate.

• Work hours are primarily 8am-5pm. Some overtime required, including nights and weekends, which may be seasonal.

• Ability to meet travel requirements.

• Demonstrates the ability to recognize priorities in organization of work flow.

• Able to perform duties independently, with a minimal need for direct supervision.

About Western Michigan University Homer Stryker M.D. School of Medicine

Western Michigan University Homer Stryker M.D. School of Medicine (WMed) is an exciting environment to pursue and academic career. The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching health systems, Ascension Borgess and Bronson Healthcare. The medical school is a private 501(c)(3) nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. Building upon the $100 million foundational gift in 2011, WMed received a philanthropic commitment of $300 million to support the mission of the medical school in June 2021. WMed contributed to the creation of 1,600 new jobs and an economic impact of $353 million in Kalamazoo and Calhoun counties in 2020.

WMed is fully accredited by the Liaison Committee on Medical Education and the Higher Learning Commission. WMed offers a comprehensive, innovative four-year Doctor of Medicine degree program and two Master of Science degree programs in Biomedical Sciences and Medical Engineering. There are more than 200 residents and fellows in 10 residencies and five fellowships accredited by the Accreditation Council for Graduate Medical Education. To support its mission to educate and inspire lifelong learners, WMed has Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.

WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout Kalamazoo, Portage, and Battle Creek. The Department of Pathology faculty serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.

The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with faculty and administrative offices, student study and social spaces, team-based learning halls, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.

WMed is building upon Kalamazoo's century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, WMed ForenTox, Research Histology Lab, Innovation Center, Division of Epidemiology and Biostatistics, and Human Research Protection Program contribute to the medical school's advancement of knowledge through innovation and discovery.

Western Michigan University Homer Stryker M.D. School of Medicine is an Equal Employment Opportunity/Affirmative Action employer of females, minorities, individuals with disabilities, and protected veterans, and actively strives to increase diversity within its community. We provide a drug- and tobacco-free workplace.

EEO Minorities/Women/Disabled/Protected Veterans.