Program Coordinator

Rochester Regional Health•Town of Irondequoit, NY

3d•$62,400 - $75,000•Onsite

About The Position

As a Program Coordinator, your superior project management and organizational skills lead to departmental success and accomplishment of targeted goals. This role involves coordinating, monitoring, and potentially supervising team activities, developing and recommending new or revised program goals, and overseeing daily operations. You will manage the program's work plan, monitor expenditures to ensure budget adherence, and provide guidance and problem-solving assistance to team members. The position requires coordinating program activities with other departments for efficiency and compliance, evaluating program effectiveness to implement improvements, and developing communication and promotional materials. A key aspect is developing and implementing plans for team member recruitment, hiring, orientation, and ongoing development. You will manage day-to-day operations, including conducting meetings, leading quality improvement initiatives, promoting open communication, and resolving operational issues. Ensuring compliance with all regulatory and hospital standards, and maintaining effective communication within the program, department, hospital, and community are also critical functions. Specific duties include data/information management for residency programs, maintaining databases, updating policy and procedure manuals, managing alumni training verification requests, and completing national surveys. The role also involves assisting with resident evaluations, maintaining the e-value system, scheduling evaluations, and assuring annual program and faculty evaluation. You will provide quality data for reports and weekly/monthly statistics reports. Support for the recruitment process using ERAS and NRMP, coordinating applicant interview days, and ranking of applicants are included. Preparation for ACGME site visits and assistance with New York State work hour audits are also part of the responsibilities. Performs other duties as assigned.

Requirements

Bachelor’s degree in a field related to the assigned area preferred.
Demonstrated project and people management ability is highly desired.
Experience in an administrative / coordinator capacity preferred.
One year of supervisory experience preferred.
AA (Required)
Excellent verbal and written communication skills are highly desired.

Nice To Haves

Bachelor’s degree in a field related to the assigned area
Demonstrated project and people management ability
Experience in an administrative / coordinator capacity
One year of supervisory experience

Responsibilities

Coordinate, monitor, or supervise the activities of team members.
Develop and recommend new or revised program goals.
Develop and schedule program work plan in accordance with specifications and funding limitations; oversee daily operations and coordinate activities of program; determine priorities.
Monitor program expenditures, ensuring that budget allocations are not overspent.
Confer with and advise team members on problem-solving assistance, answers to questions, and program goals and policy interpretation; refer to the appropriate department person when unable to respond.
Coordinate activities of the program with interrelated activities of other programs or departments to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications.
Evaluate program effectiveness to develop improved methods; devise evaluation methodology and implement; analyze results and recommend and/or take appropriate action.
Develop, compile, and write communications and promotional literature for distribution.
Develop and implement a plan for the recruitment, hiring, orientation, and ongoing development of team members.
Manage the day-to-day operations of the program, which includes conducting meetings, providing leadership to the quality improvement process, promoting open communications and resolving day-to-day problems and concerns of team members and/or customers.
Ensure that policies and procedures of the program are in compliance with all regulatory and hospital standards and that staff understand and implement these policies and procedures in a consistent fashion.
Ensure effective communication within the program, the department, the hospital, and in the community.
Maintain e-value resident database with demographic and schedule information.
Maintain and update Program Policy and Procedure Manual; ensure that all required policies are included and up to date.
Maintain file information for alumni training verification requests.
Complete WebAds, FREIDA, and other national surveys with accurate program information.
Assist program director in completing the semi-annual evaluation process.
Maintain the e-value system for 360°evaluation of the residents, assuring that the appropriate evaluation form is available electronically and the evaluators are notified of their availability.
Schedule appointments for the semi-annual evaluations, the graduating chief residents’ final evaluation, and ensure that appropriate documentation is maintained in the resident’s file.
Assure that evaluation of the program and faculty occurs at least annually.
Provide quality data to the Medical Director semi-annually for the GMEC quality report.
Provide weekly reports to the program director and every other month reports to the GME Committee.
Assist the program director and residents in enhancing knowledge of the system.
Provide support to the program director for the recruitment process for the Residency Program using the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP).
Coordinate the applicant interview days and ranking of applicants.
Coordinate documentation preparation for ACGME site visits and prepare a schedule for the day of the site visit.
Assist the Office for Graduate Medical Education with New York State work hour audits as appropriate.
Perform other duties as assigned.