Job Description

Program Coordinator THMEP
Job CategoryClerical
ScheduleFull time
Shift1 - Day Shift

SUMMARY:

Coordinates the educational and departmental activities and provides administrative support to the director of the residency/fellowship training program and residents. Provides educational coordination between attending physicians, residents, fellows and medical students, institutional and regulatory administrative offices. Handles all aspects of graduate medical education (GME). Performs various office functions for Program Administrator and office staff.

ESSENTIAL FUNCTIONS:

The coordinator must demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions, and underlying management structure of the department and the larger institution.

Organizes and independently prioritizes workload, establishing procedures, systems, and ensuring orderly and timely work flow.

Coordinates human resource functions and participates in the budget review and financial process.

The coordinator will provide direction, leadership, and day-to-day management of educational and departmental activities including administrative support.

 

Composes letters and memoranda from dictation, verbal direction, or from knowledge of hospital policy or procedures; edits and corrects data on routine documents.

Acts for and makes decisions in the program director’s absence within prescribed limits of authority. 

Provides administrative support to the Residency/Fellowship Program Director, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports and provision of data to the Residency/Fellowship Program Committee.

 

Prepare written reports and correspondence for the Program Director relative to the Residency/Fellowship program. Implementation of policies developed by the committee. 

 

Assist in the compilation of the ACGME application, including entering of data, faculty CVs and information as it becomes available.

 

Performs record keeping, scheduling, packet credentialing, student verification, and other administrative/coordinating tasks for incoming medical student.

 

Coordinates various ongoing office projects such as digitizing records, website maintenance, and assuming other coordinating projects as assigned. 

Handles all calls and walk-ins

Administration, coordination and organization of house staff recruitment for the various Residency/Fellowship Programs:

 

  • Review all Residency/Fellowship applications and screen those appropriate for interview. Evaluate Residency/Fellowship applications for completeness. Notify applicants of decisions for interview. 
  • Use knowledge of ERAS (Electronic Residency/Fellowship Application Service) software to manage Residency/Fellowship applications and compile reports as necessary. 
  • Train and supervise as needed those administrative assistants hired temporarily to assist with various projects. 
  • Write and revise recruitment brochures and all printed materials and forms, as well as all website information
  • Administration and coordination of all house staff interviews, communication with applicants as necessary. 

 

Initiate award nominations and other GME-related projects as necessary. 

 

Ensure house staff compliance with established policies and procedures.

 

Manage and coordinate ACGME-conducted accreditation site visits for the Residency/Fellowship Program. 

 

Maintain web-based ACGME accreditation surveys for Internal Medicine Residency/Fellowship Program, collecting and collating appropriate information from various sources throughout the campus. 

 

Compile and submit reports to ACGME, American Board of Internal Medicine, American Academy of Internal Medicine, American Association of Medical Colleges, AMA, and other professional organizations as required. 

 

Maintain GME Track. 

 

Initiation and administration of house staff budget, including projections of future needs.

 

Compile documentation for justification of additional house staff funding. 

 

Documentation and credentialing for all graduate medical education training conducted within the department, including initiation and writing credentialing documents as required by house staff and completion of credentialing forms for signature by appropriate medical staff; maintenance of all house staff personnel records, including confidential evaluation and counseling records. 

 

Developing new procedures in response to new or revised policies issued by governing agencies or program director: 

  • Serve as liaison with Residents 
  • Plan, organize and schedule new house staff orientation · Liaison and communication with all appropriate campus offices and affiliated hospitals as well as program director and internal medicine staff.
  • Coordination of all in-training examinations.
  • Provides administrative support to the Residency/Fellowship Program Director, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports and provision of data to the Residency/Fellowship Program Committee. Implementation of policies developed by the committee. 
     
    Review all residency/fellowship applications and screen those appropriate for interview. Evaluate residency/fellowship applications for completeness. Notify applicants of decisions for interview. 
     
    Use knowledge of ERAS (Electronic Residency Application Service) software to manage residency applications and compile reports as necessary. 
     
    Train and supervise as needed those administrative assistants hired temporarily to assist with various projects. 
     
    Write and revise recruitment brochures and all printed materials and forms, as well as all website information
     
    Administration and coordination of all house staff interviews, communication with applicants as necessary. 
    Coordinate all social functions for the Residency/Fellowship Program, including welcome breakfasts/luncheons for new residents, department picnics, holiday gatherings, journal clubs, and graduation/awards banquets. 
    Performs record keeping, scheduling, packet credentialing, student verification, and other administrative/coordinating tasks for incoming medical students. 
    Coordinates various ongoing office projects such as digitizing records, website maintenance, and assuming other coordinating projects as assigned. 
    Coordinates the educational and departmental activities and provides administrative support for medical students. Provides educational coordination between attending physicians and medical students, institutional and regulatory administrative offices. Handles all aspects of undergraduate medical education.
    Handles all calls and walk-ins
    Adheres to TMC organizational and department-specific safety, confidentiality, values, policies and standards.
    Performs related duties as assigned.
    Residency/Fellowship/Medical Student Programs
    Transitional Year Residency Program
    Pediatric Residency Program
    Podiatry Residency Program
    Internal Medicine Residency Program
    Structural Heart Fellowship Program
    Medical Student Coordinator
    MINIMUM QUALIFICATIONS

EDUCATION: Bachelor’s degree in health care administration or related field desired. Equivalent appropriate prior work experience accepted.

EXPERIENCE: Minimum two (2) years’ experience in supervision and development of support personnel. Two (2) plus years in program administration and program implementation.

LICENSURE OR CERTIFICATION: None required.

KNOWLEDGE, SKILLS AND ABILITIES:  

  • Computer and data base management 
  • Research and data analysis skills 
  • Excellent verbal and written skills 
  • Ability to work collaboratively and effectively with other departments and outside agencies 
  • Ability to work with individuals from different countries and cultures
  • Familiarity with Human resources issues and policies.
  • Skills in coordinating multiple, simultaneous ongoing program demands.
  • Knowledgeable in budget preparation and allocations.
  • Experienced in organizational abilities including attention to detail, dependability and trustworthiness.

Application Instructions

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