GME Program Coordinator

University of Arkansas for Medical Sciences•Little Rock, AR

About The Position

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans. The GME Program Coordinator will assist the Program Manager with the day-to-day operations of the residency program and contribute to the success of the program through support of the program director in accreditation efforts, educational programming, and support of residents. The GME Program Coordinator must have working knowledge of the Accreditation Council for Graduate Medical Education (ACGME) and program-specific requirements, policies, and procedures. This position serves as a liaison between the program and trainees, faculty, staff, hospital administration, as well as internal and external departments. At the University of Arkansas for Medical Sciences (UAMS), we are looking for health care and non-health care professionals who believe in excellence as a way of life. If you think you have the skills and commitment to succeed at the highest level, consider a career at UAMS, the state’s only academic health sciences center. Combining diverse talents and expertise, our employees work together to provide advanced patient care. UAMS is Arkansas’ only comprehensive academic health sciences center. We educate and train the vast majority of the state’s physicians and prepare doctors, scientists, nurses, pharmacists and health professionals through innovation, compassion, teamwork and patient- and family-centered care so they can impact the world. UAMS rewards its nurses! Statewide opportunities are available in direct patient care, education, and research settings. We offer Bonus Programs, Hotel Lodging, New Graduate RN Residency and support for Clinical Ladder, National Certification, Shared Governance, and Recognition Programs to name a few. Go to nurses.uams.edu for more details.

Requirements

Bachelor's degree in business, education, general liberal arts, or related field, plus three (3) years of administrative experience, or High school diploma/GED plus seven (7) years ofadministrative experience required.

Responsibilities

Ensures that the program utilizes the New Innovations software to include annual program activities: creation of personnel files, onboarding, faculty, rotations, milestones, certificates, and advancement.
Enters the resident schedules and updates as daily changes are made.
Enters the faculty schedules for UAMS IM faculty and VA faculty and all changes as they are made to ensure the evaluation match process can function properly.
Pulls data from New Innovations for Clinical Competency Committee meetings, Program Evaluation Committee meetings, resident advisor meetings, and program director meetings, when applicable.
Tracks resident duty hours as defined by ACGME Common Program Requirements and program-specific requirements. Provides reports on duty hour participation and violations as needed. Works with the Program Manager and the Chief Residents to ensure participation. Provides New Innovations reports (duty hour, evaluation compliance, milestone reporting) to the program director as requested.
Enters resident schedules into the VA SharePoint sheets for billing and staffing purposes on an annual and monthly basis. Ensures that all changes are added as needed.
Prepares the call schedule that is submitted to the UAMS Operators on a monthly basis. This includes the resident call schedules and all IM faculty call schedules. Updates the schedule as needed.
Coordinates compliance with policies and procedures by the Internal Medicine residents. Proctors testing as required by the department and/or GME office.
Organizes, plans, and coordinates annual events to include graduation, retreats, and various meetings. Coordinates the collection of data to complete residency verifications for current and past residents in the program.
Schedules reservations for lecture halls, classrooms, and computer labs as needed by the program. Coordinates catering for resident conferences, recruitment dinners, and lunches as needed. Serves as the primary point of contact for purchasing and foundation requests.
Coordinates travel and travel reimbursement for the Program Director, Program Manager, and residents. Responsible for monitoring each resident’s educational funds. Responsible for calculating Meal Money allocations each month.
Manages the collection and data entry into the ACGME Accreditation Data System (ADS), also known as WebADS, which includes but is not limited to Resident Roster, Faculty Roster, Resident Scholarly Activity, Faculty Scholarly Activity, Milestone Evaluations, ADS Annual Update, Resident and Faculty Surveys. Manages the sharing of program-specific information as requested by the COM, Program Director, and Program Manager. Tracks and reports compliance with policies and procedures. Coordinates and executes the archived resident files, per ACGME guidelines.
Coordinates the distribution of program information to each applicant, an average of 2,000 applicants. Works with the Program Manager to schedule interview dates and times for each selected applicant; averages 300 interviewees. Coordinates the collection of post-interview information, including faculty interviewer ranking and feedback, into the applicant’s ERAS folder. Back-up host to the Program Manager for virtual interviews. Coordinates the travel, lodging, and escorting of applicants for in-person interviews. Coordinates all catering for in-person interviews. Plans, gathers, and distributes program promotional material to each applicant, 2,000 applicants, as outlined by the program. Constructs an informational PowerPoint for a rank session Coordinates any changes made to interview dates. Assists in the recruitment and scheduling of faculty interviewers, 65 faculty members. Has working knowledge of online residency programs, such as the Electronic Residency Application Service (ERAS), the National Resident Matching Program (NRMP), the AMA Residency and Fellowship Database (FRIEDA), and other relevant data sources.
Coordinates the onboarding process for incoming residents. Assists and monitors the collection of onboarding documents for UAMS, GME Office, VA, and ACH as needed. Assists in the distribution of onboarding documents, schedules, and orientation materials to all incoming residents. Coordinates the lecture hall reservation and catering for all program-specific orientations. Coordinates the advancement paperwork for upper-level residents. Monitors the completion and collection of all advancement documentation. Coordinates the distribution of checkout documents, requirements, and procedures to graduating residents. Collect and monitor the completed checkout documents from graduating residents. Prepares and submits the residency certificate forms to the GME Office.
Maintains resident files to include: residency program processes, records, and evaluations to include visa requirements and/or Educational Commission for Foreign Medical Graduates (ECFMG) documentation, as applicable. Enter the resident’s archive files into the App Extender software. Pulls archived files from App Extender as needed for the Program Manager and Program Director to complete training verifications. Verifies resident progress through the program for board eligibility and completion requirements. Manages resident compliance with annual tasks: certifications, flu shot, TB skin test, conflict of interest, HIPAA, and safety trainings. Maintains record of resident leave, resident schedules/rotations, and final summative evaluation.
Provides backup support for the other Program Coordinator in the GME HouseStaff office. Attends classes and training sessions for SAP and SAP travel. Attends training sessions for New Innovations, ERAS, NRMP, ACP, SharePoint, and others as assigned by the Education Manager and the Program Director. Travels as needed to conferences to gain national guidance and learn best practices. Performs other duties as assigned.