Graduate Medical Education Program Coordinator

Ambulatory Surgical Center Of Aiken-posted 3 months ago
Full-time • Entry Level
Aiken, SC
Ambulatory Health Care Services
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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, emergency medical care, orthopedic surgeries, maternity, rehabilitation services, imaging, and wound care. The GME Program Coordinator is responsible for the day-to-day administration of the Transitional Year residency training program accredited by the Accreditation Council of Graduate Medical Education (ACGME). The program coordinator assists the Program Director (PD) in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME accreditation standards and other regulatory requirements. Reporting to the Director of Graduate Medical Education (DGME), this role functions as a liaison between the Program Director, Residents, participating sites, the GME office, and other departments within Aiken Regional Medical Centers (ARMC).

  • Oversee the day-to-day operations of the residency program.
  • Coordinate educational activities that support the program's curriculum and adherence to ACGME.
  • Provide guidance to residents on program and GME policies, and non-clinical aspects of the program.
  • Establish and disseminate rotation, clinic, and call schedules.
  • Manage dissemination and completion of resident, faculty, and program evaluations.
  • Coordinate accreditation activities including maintenance of program files and records.
  • Manage Resident Clinical and Educational Work hours, and evaluation reports.
  • Ensure GME institutional and program policies and procedures are developed, revised as appropriate, and enforced.
  • Coordinate and manage the resident recruitment and selection process.
  • Assist the Program Director and faculty in planning, developing, and implementing residency program quality improvement projects.
  • Ensure program information is annually updated in various GME systems.
  • Communicate with GME constituents on a regular basis or as needed.
  • Interpret ACGME requirements, institutional policies and procedures as applicable.
  • Advise residents on institutional and program policies and procedures.
  • Meet with Program Director on a regular basis to keep him/her apprised of important issues related to the program and trainees.
  • Manage the Residency Management System for the program.
  • Ensure residents submit case/procedure log data in appropriate systems.
  • Advise and consult on issues or inquiries from residents, faculty, staff, and department directors.
  • Manage confidential and critical materials, issues, and communications.
  • Act as liaison between the Program Director and a full range of internal and external offices and individuals.
  • Ensure adherence to the residency programs' policies regarding clinical and educational work hours.
  • Evaluate trainee morale and respond to resident concerns.
  • Assist in trainee remediation, when applicable.
  • Manage Program Directors' schedule and determine projects that need to be addressed.
  • Identify areas for programmatic improvements and develop initiatives to address weaknesses.
  • Provide general guidance regarding accreditation and program management.
  • Develop/manage program website for trainees, faculty, and prospective trainee.
  • Proctor annual in-training exam from the Specialty Board.
  • Develop understanding of ACGME policies and procedures.
  • Maintain all essential documents required for program accreditation.
  • Ensure resident reporting compliance in the RMS system.
  • Assist the PD in maintaining ACGME Web Ads updates and other database systems.
  • Work with the GME Office to schedule program Internal Reviews.
  • Prepare Program Letters of Agreement with participating institutions and training sites.
  • Develop and maintain resident schedules, including annual rotation schedules.
  • Communicate/distribute schedules to the hospital's wards and clinic schedulers.
  • Advise and counsel residents concerning ABMS and other specialty boards training track educational requirements.
  • Regularly coordinate information and activities with other services, sites, and departments.
  • Manage off-site rotation schedules.
  • Assist PD in development of program evaluations that measure resident performance.
  • Identify methods for obtaining evaluations by outside evaluators.
  • Administer the evaluation process for the program in the RMS.
  • Coordinate feedback process to division directors regarding rotation evaluations.
  • Ensure completion of confidential annual program evaluations by residents/fellows and faculty.
  • Ensure timely completion of Final Summative evaluations by the PD for graduating residents.
  • Assist in the evaluation of faculty performance as it relates to the education program.
  • Coordinate/schedule resident semi-annual reviews.
  • Assist PD and the Program Evaluation Committee (PEC) with the Annual Program Evaluation (APE) process.
  • In collaboration with the PD, establish candidate criteria.
  • Update and manage program information in the Electronic Residency Application Service (ERAS).
  • Manage candidate application review in ERAS.
  • Ensure adherence to National Resident Matching Program (NRMP) requirements.
  • Assist with the development of recruitment brochures and marketing materials.
  • Manage interview scheduling using scheduler, manage interview day activities.
  • Coordinate the ranking session activities and assist with the submission of the NRMP rank order list.
  • Other duties as assigned.
  • High School diploma required.
  • Bachelor's Degree preferred.
  • 3-5 years of office administration experience.
  • Previous Graduate Medical Education and/or healthcare services experience preferred.
  • Strong organizational skills.
  • Ability to multitask and prioritize competing priorities to meet simultaneous deadlines.
  • Must be comfortable working independently and in a collaborative team environment.
  • Proficient with Microsoft applications to include Outlook, Excel, Word and PowerPoint.
  • Sign On Bonuses for select positions.
  • Unlimited Employee Referral Bonus Program.
  • Competitive Compensation & Generous Paid Time Off.
  • Excellent Medical, Dental, Vision and Prescription Drug Plans.
  • Tuition/Certification Reimbursement after 6 months.
  • Culture of Excellence - Employee Recognition program.
  • Challenging and rewarding work environment.
  • Clinical Nursing Ladder opportunities.
  • SoFi Student Loan Refinancing program.
  • 401(K) with company match and discounted stock plan.
  • Career development opportunities within UHS and its 300+ Subsidiaries.
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