Coordinator, Student Programs

About the position

Provides administrative and scheduling support to the residency program and to medical students rotating on the UHC campus. Primary areas of support include preparation of resident didactic, rotation and call schedules; maintenance of schedules and evaluations in RMS in New Innovations and Student databases; establish/maintain relationships with rotation sites and medical schools; primary contact for medical student rotation schedules; collection and tracking of resident and faculty time off schedules; tracking resident elective documentation, schedules and documentation; participate in recruitment, onboarding and orientation; create and distribute program wide communications; organize and track CME, travel and education reimbursements. Position requires strong organizational and communication skills, detail for accuracy and ability to multi-task. Ensures a positive and professional image, is a team player, customer service oriented, and adheres to cost effective measures.

Responsibilities

• Communicate effectively in person, electronically and via telephone with people in multiple levels of the organization.
• Maintain solid working knowledge of accreditation, board certification and licensing requirements and updates.
• Serve as primary contact to medical schools for scheduling all third and fourth year medical student rotations on the UHC campus.
• Manage program components through Residency Management Suite (RMS in New Innovations).
• Track resident and faculty time off, CME and Community Service schedules via Excel or other data management system.
• Provide curriculum support to the program by maintaining current documentation and site relationships.
• Develop and publish effective program wide communications including emails, group texts, pages and recruitment materials.
• Create and maintain standard work documentation for administrative department functions.
• Provide administrative support for residency meetings, distributing agendas, meeting minutes, and follow up on action items.
• Provide general administrative support to residents, faculty, and managers.
• Participate in recruitment, onboarding, orientation, graduation, wellness activities and other special events.
• Obtain Preceptor Teaching Certificates, graduate diplomas, graduation invitations, graduate composite and medical staff database for graduation.
• Develop and distribute interview day schedules, applicant dinner schedules, makes hotel accommodations.
• Develop and maintain filing and other organization systems, electronic and paper, of records and reports.
• Support the Chief Resident in the development of the Call schedule and other administrative tasks as needed.
• Create and maintain current physician information lists and distribute as necessary.
• Serve as Notary Public for the program.

Requirements

• High School diploma or equivalent.
• Two years of experience as an administrative assistant.

Nice-to-haves

• Associate Degree in Business Administration or Office Management.
• Three (3) years office administration with scheduling responsibilities.
• Two (2) years residency or medical education office experience.
• Experience in MS Word and Excel.
• Experience in database management.