Med Educ Prog Coordinator

UPMC•Steubenville, OH

About The Position

Under the supervision of the DME and Program Director, the Program Coordinator is responsible for the operational and financial management of an accredited or nonaccredited residency training program. The role requires a comprehensive understanding of national accreditation and hospital policies, initiative, and independent judgment. The coordinator assesses and directs program matters that include long-range planning, trainee recruitment, project development, administrative workflow, database maintenance, communication with faculty and trainees, and internal and external program relations. The position supports residency program administration and compliance, including trainee orientation, evaluations, scheduling, recruitment and matching processes, record keeping, meetings and educational events, and coordination with hospital departments and external organizations. The coordinator also assists with accreditation reviews and program evaluations, manages office purchasing and supplies, and performs other duties assigned by the Program Director.

Requirements

A minimum of 3–5 years of office administration experience, preferably in a healthcare and/or education setting.
Excellent written and verbal communication skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Working knowledge of Microsoft Word, Excel, and PowerPoint.
Ability to make decisions independently or escalate issues as needed.

Nice To Haves

Experience with New Innovations is desired.

Responsibilities

Provide support to the Program Director on office management, activities, project status, and related issues.
Identify and evaluate ways to improve workflow and cost effectiveness, and make recommendations to the Program Director.
Assist with program-level policy development.
Interpret and apply ACGME, other national accrediting agency, and hospital policies to support compliance.
Assist with resident and faculty research projects and coordinate CME certification of educational events.
Provide administrative supervision and support to residents and interns.
Act as a liaison between residents and hospital administration when necessary.
Build relationships and liaise with other hospitals, internal departments, and divisions regarding trainee recruitment, orientation, affiliation agreements, and external rotations.
Oversee department-level trainee orientation and inform trainees of policy and procedure changes, with assistance from the GME office.
Track, report, and ensure compliance with procedures concerning licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
Manage materials for specialty-specific trainee exams and may assist with proctoring.
Develop, implement, and maintain filing, record-keeping, material-distribution, and other office and program systems.
Evaluate and standardize office procedures, and troubleshoot and resolve issues.
Maintain resident and faculty databases, including New Innovations or a similar office management system.
Manage evaluative processes for trainees, the program, faculty, and rotations.
Develop and distribute call schedules.
Oversee purchasing for the office or program; assess equipment acquisition and training needs, make recommendations, and order equipment and supplies.
Plan annual developmental events, including recruitment, orientation, graduation, faculty retreats, meetings, and other program-related events.
Organize meetings and prepare and distribute materials for conferences and lectures.
Develop brochures, invitations, and advertisements for events and lectures.
Coordinate medical student rotations and MSOPI programming.
Create or maintain external program advertising and media, including websites, brochures, postcards, and publications; create or edit annual program publications and maintain the program website.
Where applicable, maintain the ERAS database and oversee its processes during residency recruitment season.
Perform Match responsibilities and correspond with newly matched residents about appointment requirements and processes.
Where applicable, assist with quota review and rank-list entry and certification in NRMP.
Track and process initial visa-request paperwork in conjunction with the Registrar and International Office.
Verify trainee status and activities as needed.
Assist with preparation for ACGME site visits and internal reviews.
Assist in monitoring residents' duty hours and operative or case experience through regular review of data reports.
Receive inquiries from residents and applicants and triage them to others within the department or hospital as needed.
Track faculty development programming and participation.
Assist the DME and Program Director with faculty evaluation.
Track CCC, PEC, and GMAC meeting activity.
Assist the DME and PE with the Annual Program Evaluation.
Perform other duties as assigned by the Program Director.