Graduate Medical Education Coordinator

UHS•Aiken, SC

3d•Onsite

About The Position

Graduate Medical Education Coordinator Aiken Regional Medical Centers, located in Aiken, South Carolina, is a 273-bed acute care facility providing top quality and safe healthcare to the residents of Aiken and surrounding communities since 1917. Aiken Regional Medical Centers has been ranked a top hospital in South Carolina by the American Heart Association for its treatment of heart attack, heart failure and Stroke, and most recently, coronary artery disease. Additionally, Aiken Regional provides comprehensive healthcare services such as behavioral health (Aurora Pavilion Behavioral Health), emergency medical care (main hospital and ER at Sweetwater), orthopedic surgeries, maternity, rehabilitation services(Hitchcock Rehabilitation Services), imaging, and wound care. Visit us online at: https://www.aikenregional.com The Undergraduate Program Coordinator is responsible for the management and coordination of the daily operations of the Undergraduate Medical Education (UME) Program which includes oversight of Medical Student rotations at ARMC. Work closely with the GME Designated Institutional Official (DIO), GME Director, and Program Directors to ensure provision of the highest quality training and fiscal viability of the UME program. Ensure program compliance with Medical School educational requirements as well as regulatory and accrediting bodies. Functions as a liaison between the Medical School Partners, Medical Students, and Aiken Regional Medical Centers (ARMC). This role also provides support as Residency Program Coordinator to the Internal Medicine Residency Program, and to the central GME Office to ensure continuous compliance with Accreditation Council for Graduate Medical Education (ACGME) requirements.

Requirements

High School diploma required.
Bachelor's Degree preferred.
Experience in Undergraduate Medical Education is preferred
Experience with coordination of Graduate Medical Education programs and/or healthcare services preferred
Strong organizational skills and attention to detail
Excellent written and oral communication skills
Ability to work independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents, and other administrative personnel
Ability to multitask and prioritize competing priorities to meet simultaneous deadlines is essential
Self-motivation and initiative are required
Proficient in use of Word, Excel, PowerPoint and Outlook
Working knowledge software applications, including Residency Management Suite New Innovations preferred
Working knowledge of database management and Visiting Student Learning Opportunities (VSLO) program platform preferred.
Travel Requirements: 1-2 ACGME Educational Conference and/or UME related conferences per year.
1-2 Residency recruitment fairs and/or events per year.
1-2 Medical School site coordinator conferences and/or research days per year.

Nice To Haves

Experience in Undergraduate Medical Education
Experience with coordination of Graduate Medical Education programs and/or healthcare services
Working knowledge software applications, including Residency Management Suite New Innovations
Working knowledge of database management and Visiting Student Learning Opportunities (VSLO) program platform
Bachelor's Degree

Responsibilities

Oversee the day-to-day operations of the Undergraduate Medical Education (UME) Program at Aiken Regional Medical Centers (ARMC).
Provide administrative support and management of the Undergraduate Medical Education (UME) Program at ARMC.
Support the Director of Student Medical Education (DSME), Designated Institutional Official (DIO) and the GME Director, in the effective oversight of medical student education at ARMC.
Function as Liaison between students, medical schools and the DSME and GME office.
Provide administrative support to medical students and function as liaison between affiliated Medical Schools, students, the DSME, the DIO and GME Director.
Establish relationships with medical schools, other hospitals and facilities as appropriate to ensure adequate resources for medical student training.
Provide one-on-one counseling and guidance to students regarding their on-going schedule, the selection of their medicine and surgical selective, and available training opportunities at ARMC.
Facilitate and maintain medical school agreements for ARMC to serve as a core training site for medical students.
Prepare and submit monthly timesheets for clinical faculty UME teaching to the GME Office for required approvals and payment processing.
Prepare and submit bi-annual invoices for medical student rotations with clinical faculty and submit to Medical Schools.
Track and disburse payments to the hospital and to clinical faculty upon receipt from Medical Schools.
Manage the national Visiting Student Learning Opportunities (VSLO) platform to support the ARMC goal of strengthening the pipeline of medical students to potential residency program applicants.
Update VSLO to include program information, rotation opportunities at ARMC, highlights about the Hospital, Residency programs, specialty specific rotations, etc.
Manage the candidate application review and selection process in collaboration with the GME Director and Residency Program leadership to ensure a quality learning environment for visiting medical students.
Track, report, and ensure compliance with accrediting and regulatory requirements for medical students.
Facilitate timely completion of faculty appointment packets by requiring and obtaining appropriate paperwork from new faculty, reviewing for completeness and forwarding to the Associate Dean for Clinical Affairs.
Maintain a database of clinical faculty who have been appointed by the medical school.
Plan and facilitate new medical student orientation to ensure compliance with all Hospital requirements for medical student onboarding, training sessions, ensuring all HR requirements have been met, coordinating electronic health record training, and requesting student computer from IS.
Collect and compile all required onboarding documentation for incoming medical students to ensure proper credentialing prior to the start of each rotation; maintain records of medical students.
Receive proposed schedule for third and fourth year medical students from the Medical Schools and contact the appointed local clinical faculty to confirm availability to provide the requested rotations.
Notify the DSME if unable to confirm requested rotations and troubleshoot alternatives options.
Develop the third-year student schedules upon confirmation of availability of clinical faculty, update schedules in Clinical Portal.
Collaborate regularly with the Residency Program Managers to review proposed student schedule to determine feasibility.
Plan and coordinate student and resident rotation schedules with each Program Manager to ensure the appropriate number learners are scheduled in each rotation or educational session as required by the Program Directors and preceptor.
Prepare and disseminate rotation schedule goals and objectives, required reading materials, rotation dates, and rotation specific instructions to medical students at least 2 weeks prior to the start of their rotation to ensure compliance with rotation requirements.
Plan and coordinate education days including.
Schedule and track student Osteopathic Manipulative Medicine (OMM) workshops.
Work with the DSME to compile didactic schedule.
Disseminate didactic schedule to all students rotating at the site.
Reserve classroom space for didactic sessions with adequate space and audiovisual equipment.
Record and track attendance.
Proctor student post rotation exam testing, assuring the integrity of testing and protection of all exams.
Collect necessary paperwork for submission to medical schools.
Coordinate with DSME to schedule the bi-annual Clinical Case Presentations and assure the presentations are monitored by the DSME or another appointed clinical faculty for grading.
Assure the attending faculty member completes the grade sheet and gives feedback on the case.
Enter the grade for the Clinical Case Presentations on the Medical School Clinical Portal.
Manage confidential and critical materials, issues, and communications.
Evaluate student morale and respond to concerns; escalate concerns to GME Director and DIO as needed.
Manage the evaluative process of medical students, the program, faculty and each rotation bringing all performance outliers to the attention of the DSME, GME Director and DIO.
Assure all student evaluations of the preceptor and preceptor evaluations of the student are posted to the Medical School Clinical Portal at the two and four-week post rotation interval.
Provide instructions to the appointed clinical faculty on how to complete their evaluation forms online or in paper form and assure that all evaluations are completed in a timely manner.
Assist the DSME in coordinating faculty development and continuing medical education (CME) programs, or various other meetings with site, either by telecommunications or through a presentation.
Facilitate sign-in, record attendance, arrange catering, reserve meeting space and ensure AV equipment is working.
Work directly with the CME Director to ensure brochures, announcements, or other materials are made available to the participants.
Responsible for collection of all evaluations of the faculty development and/or CME sessions.
Serve as the liaison with local housing sites for third year medical students.
Provide information on safe and affordable housing in the community.
Create a spreadsheet to track the usage of the housing.
Responsible for key distribution and collection and scheduling an inspection of the housing at the end of each rotation to determine if the housing passes the cleaning inspection, or if professional cleaning is needed.
Coordinate professional cleaning of the housing provided bi-annually.
Proactively review the UME resources and processes.
Identify areas for programmatic improvements and develop initiatives to address.
Troubleshoot issues following proper channels of communication and referral to GME Director and DIO.
Meet with GME Director on a regular basis to communicate important updates and any issues related to the UME program and the medical students.
Actively participate in recruitment and marketing efforts to increase the number of medical students applying for clinical rotations at ARMC.
Prepare presentations for Medical School events, collaborate with the DIO, Director of Student Medical Education, preceptors, and Program Directors to serve as presenters to medical student groups during these events.
Facilitate Question and Answer sessions about rotation opportunities at ARMC during and after presentations to medical students.
Attend Medical School recruitment and education events, including but not limited to Hospital Days at local universities, recruitment fairs, research day, and annual clinical site coordinator meetings (travel for these events will be approximately 3-4 times per year).
Maintain accurate records of current medical students and alumni.
Coordinate responses to all requests for verification of the completion of past participants in the program, including providing letters of recommendation by the Program Director and faculty/teaching staff evaluations, within one week of inquiry.
Provide administrative Program Coordinator support (minimum .10 FTE) for the Internal Medicine Residency Program to support the Program Manager and ensure continuous compliance with Accreditation Council for Graduate Medical Education (ACGME) requirements.
Function as a liaison between the Internal Medicine Program Director, residents, participating sites, the GME office, other departments within ARMC, and external clinical sites, as needed.
Input and maintain the rotation schedule for the first-year Internal Medicine residents, ensuring accuracy and timeliness.
Input and update the resident didactic teaching schedule for the academic year into the Residency management Suite (New Innovations) for dissemination.
Ensure classroom space is reserved for didactics and that the schedule is updated as needed to include changes to topics, speakers, date, time and location.
Ensure Zoom link is set up properly with recording available and accessible for residents after each session.
Process and track IM resident requests for time off, in accordance with ACGME requirements The IM Program Leave Policy, and the GME Resident Leave Policy.
Maintain accurate records and resident leave log for the program.
Prepare and submit expense reimbursement requests and check requests for the Internal Medicine Program in accordance with program and institutional policies.
Assist with coordination of Internal Medicine Program meetings, including sending meeting invites to all participants, preparation of meeting materials, reserving space with adequate capacity and audiovisual capabilities, and coordinating catering.
Participate in Internal Medicine Program meetings (Program Director meetings, Clinical Competency Committee, Program Evaluation Committee, etc.) to ensure continuous compliance with accreditation requirements.
Accurately record and distribute minutes for Internal Medicine program meetings, as assigned.
Proctor Internal Medicine annual resident In-Training Exam from ABIM.
Provide guidance to residents on program and GME policies, and non-clinical aspects of the program.
Support the Internal Medicine resident recruitment and selection process, events and activities with guidance from the Residency Program Manager and Program Director.
Provide administrative support to the Administrative Director of GME and the central GME Office.
Function as a liaison between the GME Office and other key departments within ARMC (Human Resources, Information Services, etc.) to ensure accreditation compliance, coordinate new resident orientation, schedule speakers and training sessions, process requests for badges, facility access, Electronic Health Record access, etc. for all incoming residents.
Interpret ACGME requirements, institutional policies and procedures as applicable, and assist with review and update of GME policies and procedures based on ACGME requirements.
Advise and consult on issues or inquiries from residents, faculty, staff, and program directors related to institutional policies and procedures.
Responsible to manage GME website via work front to include annual updates of residency program data, resident and faculty information as well as updates as needed throughout the academic year.
Ensure all information is accurate prior to publishing updates.
Participate in Graduate Medical Education Committee (GMEC) meetings as a voting member and GMEC subcommittees as assigned (Wellness, Research, Faculty Development, etc.).
Assist with dissemination of GME-wide communications, announcements, and policy updates.
Route GME documentation for required approvals.
Plan and coordinate GME-wide initiatives, projects, and events, including coordination and preparation for internal reviews, site visits and audits, GME graduation, retreats, grievance hearings, and other GME related meetings and events with guidance and input from the GME Director.
Plan and facilitate annual New Resident orientation and onboarding activities for all incoming residents to ensure compliance with all Hospital requirements for resident onboarding, badging and electronic health record access, etc.
Function as Liaison with the Medical Licensing Board for South Carolina and Georgia.
Participate in all annual and scheduled board meetings to remain abreast of licensure requirements for residents in each state.
Communicate any medical licensure changes that may impact on the onboarding process, to Program Managers, and the GME Director.
Manage and facilitate orientation and onboarding activities for all external residents to participate in clinical rotations at ARMC to ensure compliance with all Hospital requirements for non-ARMC resident onboarding, orientation training, badging, and electronic health record access.
Manage the Residency Management System (New Innovations- NI) for GME to include collection and detailed data entry of all non-ARMC residents participating in clinical rotations at ARMC, and the monthly rotation schedules for all Non-ARMC Residents.
This includes maintaining resident demographic data; monthly rotation schedules, rotation goals and objectives; conference attendance tracking; clinical and educational work hour reporting.
Prepare and submit supply orders for the GME Office and the residency programs through the approved vendors’ online portal or via check request.
Oversee the maintenance of the GME shared spaces to ensure accreditation compliance.
This includes ensuring the following are maintained in a clean and functional state, Resident Lounge and Workroom, Resident Sleep rooms, Faculty workroom, and lactation facilities.
Order and track daily food deliveries for the resident lounge to ensure adequate stock daily from the hospital cafeteria to provide access to food for residents on duty.
Plan and facilitate the ordering of all required items for incoming residents, to include lab coats, laptops, dragon microphones, etc.
Collection and process Certification for Graduation forms from each Residency Program.
Coordinate with marketing to order certificates of completion for graduating residents.
Plan and coordinate the resident off boarding process including dissemination and collection of exit surveys, and all required sign-out documentation for submission to Human Resources.
Function as liaison between the GME office, the Residency Programs and Marketing to ensure that all GME and Residency Program related marketing and promotional items are requested in a timely manner, as needed throughout the year.
Facilitate bi-monthly GME marketing meetings providing clear communication on GME marketing needs.
Maintain meeting minutes and track action items through completion.
Assist with the development of recruitment brochures, flyers, promotional materials, referral cards, for the GME and UME programs.
Prepare and submit requests for all marketing items to support continuous outreach and ongoing recruitment efforts.
Function as a liaison between the GME Office, external educational partner sites, other departments within ARMC (HR, Information Services, etc.), and external clinical sites, as needed.
Other duties as assigned.