Coordinator Residency Program

Independence Health System Careers • Butler, PA

3d • Hybrid

About The Position

Assists the manager of business operations for the residency program in the planning, organizing and coordinating of the administrative areas for the Family Medicine Residency. Coordinates communications with the students, residents, faculty physicians and other hospital personnel as necessary. Major duties include coordinating resident rotation schedules, managing various record keeping processes and performing license processing. Other duties include coordinating special programs for the graduate medical education program such as graduation, faculty advisor meetings and other GME meetings.

Requirements

• High School Diploma, GED or higher level of education.
• Minimum one (1) year Secretarial experience at an Administrative or Executive level.
• Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment.
• Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.
• Functional Skills on PC and Related Software (Microsoft Office)
• Knowledge of basic Office Equipment such as copier, fax machine, etc.
• Proficiency in Microsoft Office including Outlook.

Responsibilities

• Functions as the administrative assistant to the Program Director, and Manager Business Operations Residency Program.
• Manages meeting schedules, keeps all parties informed of changes and conflicts.
• Receives phone calls and visitors; arranges appointments and interviews.
• Facilitates meeting scheduling including coordinating attendees, location, and timing.
• Prepares agendas and minutes of meetings as requested, distributing as appropriate.
• Facilitate licensing of Family Medicine Residents.
• Communicate with State Board of Medicine regarding licensing requirements.
• Distribute licensing packets to incoming students.
• Verification of licensure with State Board of Medicine.
• Communicate discrepancies between licensing board and resident applicant.
• Maintains Residency program records.
• Maintains resident lecture attendance records.
• Maintains resident physician's profiles, CME, PTO, etc.
• Verifies completion of resident physician education requirements.
• Assists Manager and Program Director with accrediting body reviews of Residency Program.
• Maintains department policy manual, making revisions under the direction of the Manager or Program Director.
• Utilizes New Innovations Residency Software System to track and maintain licensing/credentialing information, duty hours, and generate reports needed by the Program Director.
• Generates Resident contracts.
• Distributes 360 degree evaluations twice annually.
• Facilitates Residency applicant interviews.
• Operates the Electronic Residency Application Service (ERAS).
• Arrange for overnight accommodations for incoming applicants.
• Generate reports from ERAS.
• Coordinate applicant interview schedule.
• Facilitate travel to and from the family health center offices as needed.
• Assist the applicant with special needs for interview process.
• Coordinates daily operations for the Residency office.
• Arranges for repair and servicing of office equipment.
• Arranges for maintenance work and repairs necessary in the residency office.
• Orders and stocks office supplies needed for daily operations.
• Assists with coordination of communications and projects related to the physician practices.
• Provides assistance to the Program Director and Manager in maintaining communication among the practices.
• Develops communication independently, as required, such as memos, agendas, notices, etc.
• Assures that all correspondence is in final format for publishing, distributing, or communication.
• Assists with the coordination of projects with minimal supervision.
• Process Vacation/Continuing Medical Education Requests.
• Record and track vacation/cme requests.
• Communicate with chief resident and nurse manager vacation/CME absences for purposes of scheduling and payroll.
• Prepare check requisitions for CME expenses/travel expenses.
• Organize residency orientation schedule.
• Coordinate speakers for resident orientation session.
• Assist Program Director/Associate Program Director/Manager, Business Operations with presentation of orientation.
• Attend team building session.
• Assist with copying/distribution of orientation material.
• Coordinate Residency Graduation.
• Plan menu with facility hosting residency graduation.
• Construct invitations.
• Maintain address data bank for mailing invitations.
• Attend residency graduation.
• Assist Program Director/Associate Program Director with distribution of diplomas and awards.
• Communicate with calligrapher for residency diploma information.
• Coordinate Children Hospital Rotation.
• Distribute, collect and process credentialing papers for residents to rotate at Children’s.
• Forward materials for rotation i.e. licensing documents, child abuse clearances, etc. as required.
• Communicate on an ongoing basis with coordinator and Chief Resident at Children’s Hospital to coordinate schedule needs for the rotation.
• Construct and distribute annual resident and faculty award ballots.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED