Program Coordinator-Internal Medicine (GME)-Full Time Days

UHS•Temecula, CA

1d•Onsite

About The Position

With oversight and direction from the Program Manager and Program Director, the Program Coordinator is responsible for assisting in the administrative and operational management of the assigned ACGME Residency Program(s). The position requires a comprehensive and detailed understanding of national ACGME accreditation and hospital policies and a high degree of initiative and independent judgment. The Program Coordinator will continually support a wide range of programmatic issues, including long-range planning, recruiting trainees, contributing to administrative workflow processes, maintaining databases, communicating with faculty and residents regarding various issues, and supporting internal and external program relations.

Requirements

High School diploma or equivalent required.
Minimum of three years of office administration experience required.
Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint required.
Excellent written and verbal communication skills, detail-oriented required.
Ability to organize information, handle sensitive information with absolute confidentiality, make decisions independently and escalate issues as needed, and multiple projects/tasks simultaneously required.

Nice To Haves

Bachelor’s Degree preferred.
Previous graduate medical education and/or healthcare services experience preferred.
Experience working with New Innovations web-based software or other web-based GME Program Management Software preferred.

Responsibilities

Provide administrative support for the Program Director, Program Manager, and GME faculty providing the day-to-day administration of the resident training program.
Handle general questions from residents and students via phone, fax, email, and walk-in.
Provides administrative support to residents and Program Manager. Acts as a liaison between residents and hospital/program administration when necessary. Establishes relationships and acts as a liaison to other hospitals/clinics/medical organizations, internal departments and divisions regarding resident recruitment, orientation, and external rotations.
Assist Program Manager in maintaining the ERAS (Electronic Residency Application Service) and the processes during the residency program applicant recruitment season. Schedule all applicants for interviews with faculty and utilizes features of the ERAS database software to ensure appropriate and timely review of all applications by the Core Faculty/Program Director
Ensures timely preparation and execution of all aspects of Resident/Fellow contracts. Assist Program Manager with Resident/Fellow appointment and credentialing in accordance with bylaws, rules/regulations, national standards, and regulatory agencies. Assists with the orientation of incoming Residents/Fellows. Prepares reports, correspondence, and documents as appropriate and distributes them accordingly.
Maintains resident files and the New Innovations Residency Management System as appropriate. Maintains the evaluative process of the residents, program, faculty, and rotations in New Innovations for the GME Office. Monitors Duty Hour violations in New Innovations.
Manages varying workloads ensuring timely completion and quality execution, reprioritizing based on business needs. Maintains residency programs website. Prepares materials for specialty-specific trainee exams and assists with proctoring exams. Assists in planning residency program annual events, including recruitment, orientation, graduation, resident retreats, various meetings, and program-related events.
Assists with maintaining GME Faculty files, which may include timesheets, Physician Affiliation agreements, Program Letter of Agreements and CAMs.
Orders and maintains office supplies within budgetary guidelines. Assists in special projects as needed. Maintains knowledge of medical education functions, processes, and resources. Maintains an understanding of ACGME requirements, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements, GME policies and procedures, and federal and state law, as applicable. Demonstrates knowledge of graduate medical education resources. Demonstrates and makes a team effort to help the department reach goals and meet deadlines
Ability to process highly confidential material for Medical Students and Residency, Fellowship, Faculty, and Institution. Proficient in the use of technology and computers as necessary for job responsibilities, including Excel, Word, and Outlook. Participates as directed by the Program Manager, Program Director or ADME, as an active member at regularly scheduled committee meetings, and maintains minutes as directed. Ensures proper filing, typing, and organization of all paperwork. Demonstrate ability by performing assignments independently without close supervision.
Coordinates GME program’s local and away clerkships between clinical coordinators. Ensures appropriate affiliation agreements are on file. Communicates with clinical faculty and students as needed to ensure the availability of clerkships. Ensures the department is maintained in a neat and organized condition. Assists in other areas when needed.