Medical Education Off Coord-IM

Hurley•Flint, MI

14d

About The Position

Works under the guidance of and in collaboration with the graduate medical education/academic affairs office, managing the daily operations of specific residency-training programs and other assigned medical education duties. The coordinator 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. Duties are performed courteously and with a customer focus, in accordance with the Hurley Family Standards of Behavior. The position is supervised by the designated residency training program director and the Chief Academic Officer. It may include full and direct supervision of a few clerical employees engaged in record-keeping and routine office work.

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 and professionally 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

Supports compliance with GME policies, accreditation requirements, and departmental policies.
Maintains and monitors ERAS candidate-application data before and after recruitment season; works with the program director to screen, compare, and process applications, and checks resident and fellow applications for completeness.
Schedules and coordinates residency candidate interviews.
Distributes, monitors, and maintains resident rotation-block, clinic, and call schedules; enters schedules in the residency software system for financial purposes, participates in routine GME audits, and responds to Finance Department inquiries.
Develops resident and program evaluation reports from data and surveys; tracks completion of resident and faculty monthly evaluations.
Maintains accurate resident records, including rotations, evaluations, procedural logs, licensing, certifications, visa status, leaves of absence, and vacations, in approved software systems.
Submits faculty and resident reimbursement requests in a timely manner.
Maintains resident and teaching-faculty databases in software approved by medical education and the ACGME Accreditation Data System (ADS).
Monitors resident work hours, understands accreditation work-hour requirements, and reports violations to the program director.
Coordinates accreditation site visits and assists with preparation of site-visit documents.
Processes purchase orders and check requests and pays expenses and invoices in a timely manner.
Processes visiting-resident applications and validates credentials and Hurley training completion before rotation start dates.
Facilitates program letters of agreement for resident away electives.
Serves as the residency program’s Training Program Liaison (TPL) with ECFMG.
Assists the GME office with resident orientation and manages residency-specific orientation.
Plans events; sets up recording and livestreaming software; distributes or uploads event links; arranges refreshments; reserves and sets up rooms; and prepares event materials.
Maintains departmental education calendars; sends email news blasts and reminders; maintains calendars for program leadership; and creates flyers, promotional materials, and signs.
Participates in medical education professional-development webinars and training.
Identifies opportunities to improve office operations.
Prepares instructions, forms, letters, receipts, records, vouchers, reports, permits, and other materials, sometimes requiring independent action and direction.
Composes routine letters and prepares draft report narratives and tabulations.
Resolves problems, obtains information, and responds to inquiries or complaints in accordance with departmental policies and procedures.
May take meeting minutes.
Handles telephone and in-person inquiries, screens matters that can be handled by others, and tactfully refers them to appropriate personnel.
Performs miscellaneous residency-program administrative assignments as directed by the program director or Chief Academic Officer, along with other assigned office duties; uses relevant new improvements and technologies.
May directly supervise a few clerical employees engaged in record-keeping and routine office work.