Medical Education Coordinator

University of Chicago•Chicago, IL

2d•Onsite

About The Position

The Medical Education Coordinator is responsible for the operational and financial management of the new Medicine Psychiatry Program at UChicago Medicine. This role requires a comprehensive understanding of hospital policies and national accreditation requirements, along with a high degree of initiative, independent judgment, and team-building skills. The coordinator will act as a liaison between departments, facilitating communication and ensuring alignment among all parties. As a full-time employee, this position involves long-range planning, maintaining accreditation, managing operational and financial activities, recruiting, analyzing workflow, communicating with faculty and trainees, and managing affiliations with outside institutions.

Requirements

College or university degree in a related field.
2-5 years of work experience in a related job discipline.
Proficiency with Microsoft Office applications, particularly Excel and Outlook.
Proficiency with Medhub.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Excellent problem-solving skills.
Ability to follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Proficiency with word processing applications, spreadsheets, and databases.
High attention to detail and the ability to perform multiple tasks, and excellent organizational skills.
Independence in decision making and judgment, ability to work with minimal supervision, and function both as a team member and be involved in program problem solving.

Nice To Haves

Bachelor degree.
Previous experience within an Academic Medical Center environment.
Previous experience in graduate medical education.

Responsibilities

Meets regularly with the Program Director providing guidance regarding program building and significant program issues.
Interprets ACGME, National, and State accrediting policies to support compliance.
Administration of Clinical Competency Committee, Program Evaluation Committee, and Residency Selection Committee, Program Administration, and Faculty Meetings by providing agenda and minutes.
Provides administrative supervision and support to residents.
Acts as a liaison between residents and administration when needed; ensuring compliance with all ACGME requirements.
Interacts with both Departments administrations regularly and our GME.
Initiates and maintains Program Letters of Agreement and all necessary documents for outside rotations.
Orchestrates recruitment process, information from ERAS, and coordinating events on interview day.
Performs all Match responsibilities and corresponds with applicants, candidates and newly matched interns.
Coordinates orientation for new residents in conjunction with the GME office.
Manages necessary national data base systems with entry and updates of resident information.
Manages resident tracking, evaluations, procedure logs, duty hours, and current resident files.
Has access to digital records of past residents for ongoing requests and correspondence.
Verifies trainees certification for temporary license, tracks and processes initial paperwork for visas.
Attends mandatory residency coordinator ACGME meeting.
Distributes monthly resident schedules when necessary to hospital staff.
Receives, sorts, responds to incoming program correspondence.
Facilitate and oversight of payments of petty cash < $100 and major purchases >$100.
Assist in ACGME Self Study, Site Visit, and CLER visit.
Manages all aspects of Medhub for areas of program and resident compliance in rotation scheduling, duty hours, time off, and evaluations.
Plans annual department events, graduation, outings, dinners.
Informs residents of policy and procedure changes with assistance from GME.
Update the annual Residency Brochures and Residency Websites for programs.
Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).
Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.
Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
Performs other related work as needed.