Residency Program Coordinator

Tenet • Detroit, MI

7h • Onsite

About The Position

The Residency Program Coordinator serves as the lead administrative person for the GME residency/fellowship program. This role manages and oversees the daily operations and activities of the GME residency/fellowship program(s), potentially in conjunction with other levels of GME Program Coordinators/Administrators. The coordinator acts as an important liaison with learners, faculty, other staff members, and the ACGME. They collaborate with the GME Program Director and program leadership to design, implement, and manage the administrative/academic operations of the program(s), including educational activities like didactic conference schedules and Grand Rounds, ensuring adherence to ACGME requirements. The position provides guidance to residents/fellows on program and GME policies and non-clinical aspects of the program. They are responsible for creating, reviewing, and maintaining policies and procedures in accordance with university and accrediting agency standards, interpreting these policies for faculty, staff, residents, and fellows, and advising on issues or inquiries. This role also manages confidential and critical materials and communications, acting as a liaison between the Program Director and various internal and external offices and individuals. The coordinator manages the Residency Management System (RMS) for the program, including resident/fellow data, schedules, goals and objectives, conference attendance, and work hour reports. They develop initiatives to address program weaknesses, analyze data for accreditation and program management, and design program evaluations. The role manages the evaluation process in the RMS and coordinates accreditation activities, including site visits and self-studies. They also oversee the resident/fellow recruitment and selection process, manage program letters of agreement (PLA), and track educational activities for board certification and accreditation compliance. The coordinator maintains relationships with the GME Office, coordinates GME program events, prepares conference materials, stays updated on accreditation trends, and represents the program at meetings. They collaborate with colleagues, become active in national organizations, and mentor other GME Program Coordinators and Directors, assisting with institution-level development activities.

Requirements

• Minimum five years of graduate medical education experience.
• Experience with hospital administrative duties preferred.
• Experience with Microsoft Office.
• Setting priorities and organizing work to meet strict deadlines.
• Making decisions independently on a variety of complex matters and escalating issues when needed.
• Establishing and maintaining cooperative working relationships with those contacted during the course of work.
• Unique knowledge of the ACGME and NRMP policies and procedures.
• Understanding of hospital regulatory environment.
• Independent work, initiative and skills to adapt quickly to changes in work requirements and assignments.
• Diplomacy, compassion, sensitivity, and a commitment to carry out professional activities.
• Handling sensitive information with absolute confidentiality.
• Experience with Adobe Acrobat Pro, MS Excel, Word, Power Point, Outlook, ERAS, ADS, and NRMP required.
• New Innovations Super User Required.
• Demonstrated ability to train others, communicate effectively, and work with a high-volume of data.

Nice To Haves

• Bachelor’s degree in business, Education, Administration or related field, preferred.
• In lieu of a bachelor’s degree, candidate can provide proof of prior GME experience (at minimum 2-4 years).
• Experience with IRIS Reporting Preferred.

Responsibilities

• Serves as the lead administrative person for the GME residency/fellowship program.
• Manages and oversees the daily operations and activities of the GME residency/fellowship program(s) and may be in conjunction with other levels of GME Program Coordinators/Administrators.
• Functions as an important liaison with learners, faculty and other staff members, and the ACGME.
• Collaborates with the GME Program Director and or program leadership members to design, implement, and manage the administrative/academic operations of the program(s).
• Manage and oversee educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program’s curriculum and adhere to ACGME requirements.
• Provides guidance to residents/fellows on program and GME policies, and non-clinical aspects of the program.
• Creates, reviews, and maintain policies and procedures in accordance with university and accrediting agency standards to ensure compliance.
• Interprets policies and procedures for faculty, staff, resident and fellows.
• Advise and consult on issues or inquiries from residents/fellows, faculty, staff and department chairs.
• Manage confidential and critical materials, issues and communications.
• Act as liaison between the Program Director and a full range of internal and external offices and individuals.
• Manage the Residency Management System (RMS) for the program, including maintaining resident/fellow demographics data; resident/fellow schedules, importing program and rotation goals and objectives; conferences attendance tracking; and ensuring timely completion of work hour reports.
• Develop initiatives to address program weaknesses in coordination with the Program Director, the Program Evaluation Committee, and other leadership team members.
• Analyze data and trends regarding accreditation and program management to implement initiatives to address program quality improvement.
• Design program evaluations, in coordination with the Program Director and the Clinical Competency Committee, that measure resident/fellow performance, faculty performance, educational content of rotations, and the program, ensuring these are written in competency-based language, as necessary.
• Manage the evaluation process for the program in the RMS and ensure timely completion by evaluators.
• Manage and coordinate accreditation activities, including preparation of ACGME site visit, self-study and other documentation.
• Along with Program Director, help prepare program, faculty, and residents/fellows for site visit; arrange meeting rooms; ensure required documents are available to site visitor as requested; and serve as key participant in the site visit.
• Work with the GME Office to schedule program Internal Reviews, prepare Internal Review documents, and participate in review meetings.
• Develop and oversee the resident/fellow recruitment and selection process and appointment process for incoming trainees in coordination with policies and procedures provided by the GME Office.
• Maintains compliance of program letters of agreement (PLA) for all required activities and ensures agreements are revised and maintained in accordance with ACGME and SVH GME requirements.
• Track, document, report, and analyze data/trends on educational activities for residents, for the purpose of meeting board certification requirements, meeting program accreditation requirements, and complying with the policies and procedures of the Office of Graduate Medical Education (GME).
• Maintains working relationships with the Office of GME to remain compliant with all necessary requirements for all residents/fellows, visiting residents, and faculty.
• Coordinates, organizes, and schedules GME program events including recruitment, orientation, graduation, retreats, conferences and various meetings.
• Prepares and distributes materials for conferences and lectures.
• Reads literature and attends conferences to keep abreast of relevant accreditation trends and developments related to program.
• Represents the program at local, state, and national meetings and conferences.
• Collaborates with colleagues within and outside the university, becomes active in related national organizations (e.g., specialty associations, TAGME).
• Delivers guidance and mentors other levels of GME Program Coordinators and GME Program Directors.
• Assists with planning and delivery of institution-level Program Coordinator development and related activities.
• Performs other duties as assigned.

Benefits

• Medical, dental, vision, and life insurance
• 401(k) retirement savings plan with employer match
• Generous paid time off (PTO)
• Career development and continuing education opportunities
• Health savings accounts, healthcare & dependent flexible spending accounts
• Employee Assistance program, Employee discount program
• Voluntary benefits include pet insurance, legal insurance, accident and critical illness insurance, long term care, elder & childcare, auto & home insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree