Program Coordinator

LUNDQUIST INSTITUTE FOR BIOMEDICAL INNOVATION AT HARBOR-UCLA•Torrance, CA

1d•$25 - $37•Onsite

About The Position

The Program Coordinator (PC) handles day-to-day administration of ACGME residency and fellowship programs, with oversight from the Program Director and Department Administrator, Medical Education. The PC supports the Graduate Medical Education (GME) office and Program Director in maintaining educational quality and compliance with ACGME accreditation standards and institutional requirements. The role serves as a liaison among the GME office, Program Director, residents and fellows, medical students, participating sites, and other departments. It includes maintaining program databases, communicating with faculty and trainees, and coordinating recruitment, orientation, graduation, faculty development, and other program events. The PC supports program accreditation and compliance, including maintaining accreditation documentation and ACGME systems; coordinating site visits and agreements with participating institutions; supporting the annual program evaluation; administering residency management systems; monitoring trainee schedules, evaluations, credentialing, and required documentation; and coordinating committees, conferences, and program data submissions. The role also coordinates resident and fellow activities, including schedules, evaluations, educational files, leave tracking, and reimbursements. For medical students, the PC supports program requirements and rotations, serves as a first point of contact, prepares student packets, coordinates orientation, monitors compliance documentation, and ensures evaluations are completed. The position is based at the Torrance Campus in Torrance, California, and is listed as 40 hours per week with full-time benefits.

Requirements

Bachelor's degree.
Experience in administration and/or office management in an academic healthcare setting.
Excellent written and verbal communication skills.
Ability to handle sensitive information with absolute confidentiality.
Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
Excellent organizational skills and ability to multitask and prioritize competing priorities.
Ability to work independently and collaboratively with diverse staff, faculty, residents and fellows, and administrative personnel.
Ability to adapt proactively to changes in work requirements and assignments.
Strong critical and analytical thinking skills.

Nice To Haves

Experience with ACGME and other accrediting and regulatory bodies that affect resident and fellow education.

Responsibilities

Administer the day-to-day operations of ACGME residency and fellowship programs under the oversight of the Program Director and Department Administrator, Medical Education.
Support the GME office and Program Director in maintaining educational quality and compliance with ACGME accreditation standards and institutional requirements.
Serve as a liaison among the GME office, Program Director, residents and fellows, medical students, participating sites, and other departments.
Maintain program accreditation documents and faculty credentialing records, including current CVs, publications, and scholarly activity in the ACGME WebADS system.
Assist the Program Director with maintaining the ACGME WebADS system and updating its working copy.
Coordinate ACGME site visits, prepare documentation, arrange meeting rooms, ensure requested documents are available, and participate in site visits.
Prepare Program Letters of Agreement with participating institutions and training sites in coordination with GME office leadership, and ensure agreements are revised as needed.
Prepare documentation for the Annual Program Evaluation for submission to the Institutional Sponsor as required.
Administer New Innovations for the programs, including trainee data, schedules, goals and objectives, conference attendance, and duty-hour reports.
Ensure residents and fellows submit case and procedure log data in required systems.
Distribute required documents to faculty and residents, including rotation goals and objectives, program manuals, and policies.
Establish and monitor program-specific credentialing requirements and resident/fellow compliance with institutional credentialing, HR, licensing, health, and training requirements.
Complete surveys and keep information current in GME systems.
Coordinate and staff program, curriculum, departmental, Program Director, and resident/fellow meetings, and follow up on action items.
Manage logistics for meetings and educational events, including lecture series, conferences, grand rounds, journal club, M&M, ACLS courses, and in-service exams.
Compile and submit required data to Specialty Boards and other professional organizations.
Develop and maintain resident and fellow rotation, call, and clinic schedules in consultation with the Program Director, and update schedules in New Innovations.
Coordinate schedule and evaluation information with other services, sites, and departments.
Collaborate on program evaluations measuring resident/fellow performance, faculty performance, rotation educational content, and the program.
Administer evaluations in New Innovations and ensure timely completion of rotation, attending, resident, summative, and annual evaluations.
Coordinate feedback to division directors regarding rotation evaluations, analyze evaluation data, and develop recommendations for curricular and service changes as needed.
Maintain educational files for current residents and fellows and graduates.
Track resident and fellow vacation, sick, and educational leave.
Process reimbursement requests for supplies, travel, and other items.
Attend local, state, and national GME and ACGME conferences, scheduled GME training sessions, and program coordinator meetings; collaborate with national colleagues and participate in national organizations.
Collaborate with the Program Director to establish medical student program requirements, including rotation dates and student numbers.
Serve as the first point of contact for medical students; prepare incoming student packets and coordinate student orientations.
Ensure medical students meet compliance documentation requirements, including immunizations, letters of good standing, evaluations, and test scores.
Conduct orientation for scheduled groups of medical students and ensure evaluations are completed promptly by the Program Director or preceptor.