Medical Education Off Coord-IM

Hurley Medical Center•Flint, MI

About The Position

Works under the guidance of and in collaboration with the graduate medical education/academic affairs office to manage the daily operations of assigned residency-training programs and other medical education duties. Supports the Program Director and Associate Program Director with educational and administrative tasks to meet residency and accreditation requirements, and provides administrative support to teaching faculty, residents, and fellows. The position works under the supervision of the designated residency training program director and the Chief Academic Officer and may directly supervise a few clerical employees engaged in record-keeping and routine office work. All duties are performed courteously and with a customer-focused approach consistent with Hurley Family Standards of Behavior. The coordinator supports GME compliance, recruitment, resident and faculty records, schedules, payroll, evaluations, accreditation activities, visiting-resident processes, orientation, events, and departmental communications. The role also handles purchasing and invoices, personnel scheduling and supervision, office operations, correspondence, reports, inquiries, and other administrative assignments. The position uses designated software systems and adopts relevant improvements and technologies.

Requirements

Bachelor’s degree in health care, business, human resources, communication, or a related field; five years of medical education experience may substitute for the educational requirement.
Knowledge of office management and medical education best practices.
Ability to gather, coordinate, and visually represent statistical data for accreditation, compliance, quality improvement, financial, and personnel purposes.
Ability to write clearly, professionally, and with grammatical correctness.
Ability to maintain detailed residency-training information, accreditation data, resident-physician evaluations and personnel records, and prepare accurate reports and tabulations using designated software systems.
Ability to understand and follow written and oral instructions.
Ability to communicate and interact professionally, respectfully, and courteously with employees, physicians, residents, medical students, and the public.
Ability to use and understand multiple relational database systems and other technology, and train others on those systems as needed.
Ability to complete self-directed learning using provided resources or resources found online to improve knowledge and effectiveness.

Nice To Haves

Familiarity with graduate medical education programs.
Event-planning experience.

Responsibilities

Assist with compliance with GME policies, accreditation requirements, and departmental policies.
Maintain and monitor ERAS candidate-application data before and after recruitment season; work with the program director to screen, examine, compare, and process resident applications, and check applications for completeness.
Schedule and coordinate residency candidate interviews.
Distribute, monitor, and maintain resident rotation-block, clinic, and call schedules; submit schedules in the residency software system for financial purposes, participate in routine GME audits, and respond to Finance Department inquiries.
Develop resident- and program-evaluation reports using data and surveys to assess program quality and initiate change; track timely completion of resident and faculty monthly evaluations.
Maintain accurate resident files, including rotations, evaluations, procedural logs, licensing, certifications, visa status, leaves of absence, and vacations, in Hurley-approved software systems.
Complete resident payroll using Hurley-approved software and submit faculty reimbursement requests promptly.
Maintain resident and teaching-faculty databases using software approved by medical education and the ACGME Accreditation Data System (ADS).
Monitor resident work hours, understand accreditation work-hour requirements, and report violations to the program director.
Manage and coordinate accreditation site visits, including assisting with preparation of site-visit documents.
Process purchase orders and check requests and pay expenses and invoices in a timely manner.
Process visiting-resident applications and validate credentials and Hurley training completion before rotation start dates; facilitate program letters of agreement for resident away electives.
Serve as the residency training program’s Training Program Liaison (TPL) with ECFMG.
Assist the GME office with resident orientation and manage residency-specific orientation.
Plan events; set up recording and live-streaming software; distribute and upload links; arrange food and beverages; reserve and set up rooms; and create event materials.
Coordinate with the Continuing Medical Education office as needed.
Maintain departmental education calendars; send email news blasts and reminders; maintain calendars for the program director and associate program directors; and create flyers, promotional materials, and signs.
Participate in medical education professional development webinars and training.
Develop staffing and work schedules; approve leaves, vacations, personal days, and overtime; and accurately compute and approve time in the electronic leave-of-absence system.
Interview, hire, evaluate, and discipline staff and, when necessary, recommend discharge; complete performance appraisals on time and answer grievances.
Identify opportunities to improve office operations.
Create instructions, forms, letters, receipts, records, vouchers, departmental reports, permits, and other materials from drafts, conversations, templates, or online research, often requiring independent action and direction.
Compose routine letters and prepare rough-draft report narratives and tabulations.
Resolve problems, obtain information, and respond to inquiries or complaints consistently with departmental policies, procedures, and operations.
May take meeting minutes; receive telephone and in-person inquiries, screen inquiries that can be handled by others, and tactfully refer them to appropriate personnel.
Perform miscellaneous residency-training program assignments as directed by the program director or Chief Academic Officer and other related office duties as required or assigned.
Use new improvements and technologies related to the job assignment.