The Program Coordinator is responsible for the operational management of the accredited/non-accredited residency training program. The position requires a comprehensive and detailed understanding of Accreditation Council for Graduate Medical Education (ACGME) 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.

Summary of Responsibilities:

Works closely with the Program Director, Associate Program Director, Faculty, Chief Medical Officer, Designated Intuitional Official and other members of the graduate medical education office to:

• 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 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.

Performance Area 1: Internal Medicine Residency Program

• 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, 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 resident management software.
• Manages the evaluative processes of the trainees, program, faculty, and rotations.
• Develops and distributes call schedule.
• 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.
• Coordinates medical student rotations and, as appropriate, “observerships”.
• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program. Maintains program’s website.
• 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).
• Tracks and processes initial paperwork for visa requests.
• Verifies trainees’ status and activities as needed.
• Assists in the preparation for ACGME Site Visits and Annual Program Evaluation (APE).
• 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.
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PERFORMANCE AREA 2: General Corporate Expectations

• Attends and actively participates in all meetings (e.g., department meetings, program meetings, employee staff meetings) and other activities as required or
• Attends workshops/seminars as necessary to increase skills and knowledge to ensure ACGME accreditation, program management, and/or
• Supports the overall needs of the graduate medical education department by working flexible or extended hours when necessary.
• Demonstrates awareness of, and compliance with, organizational mission and objective of UHC to provide health care access, support services for all members of the
• Demonstrate awareness of Internal Medicine program mission to educate and train residents to treat patients both during and after residency in a professional and compassionate manner as well as to care for patients of different socioeconomic backgrounds and ultimately care for these patients in a primary care setting.
• Supports their own staff development by completing the required training and program education each year to keep up with any ACGME program updates.
• Other work-related duties as assigned by Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally either verbally or in writing.
• Maintains confidentiality and respect for information regarding patients and other team members; abides by UHC Rules of Confidentiality and general HIPAA regulations regarding privacy.
• Displays a positive, professional and respectful demeanor at all times toward fellow staff members, peers, residents, professional contacts, and patients served, maintaining a professional appearance and positive image for the organization.
• Contributes to the team by promoting positive staff interaction, maintains open communication with other programs/departments.

QUALIFICATION REQUIREMENTS:

EDUCATION

• High school education or GED
• Bachelor’s degree preferred

LICENSE/CERTIFICATION:

• Possess Valid Driver's License

PRIOR EXPERIENCE:

• Minimum 3-5 years experience of office administration experience, preferably in healthcare and/or education setting.

SKILLS:

• Able to quickly build and maintain rapport with residents, faculty, and graduate medical education team members of differing backgrounds; team player
• Excellent written and verbal communication skills. 
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Ability to make decisions independently or to escalate issues as needed.
• Customer-service oriented
• Intermediate to Strong computer skills
• Positive professional insight
• Flexibility and dependability
• Demonstrated good problem-solving skills; sound judgment
• Modern office practices and procedures including email
• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
• Attention to detail and excellent follow-through on work tasks
• Able to handle multiple tasks simultaneously

PHYSICAL REQUIREMENTS

• Must be able to lift up to 20 pounds and push up to 50 pounds (on wheels).
• Must be able to hear staff on the phone and those who are served in-person, and speak clearly in order to communicate information residents and staff.
• Ability to keyboard. Typing or otherwise working with fingers for long periods of time. Not with hand or whole
• Must be able to read memos, computer screens, personnel forms and Health Center al and administrative
• Must have high manual
• Must be able to reach above the shoulder level to work, must be able to bend, squat and sit, stand, stoop, crouch, reach, kneel, twist/turn.

The pay range for this non-exempt position starts at $27.10 an hour. Our salaries are dependent on knowledge, skills, and experience. 

In addition, our comprehensive benefits package for regular status employees include:

• Medical, Dental, and Vision insurance with low premium cost
• Paid time off and paid holidays
• 401k plan with matching contribution 
• Education Assistance
• Employee discount and more!