Residency Program Coordinator FT Days

Trane Technologies•Detroit, MI

12h

About The Position

Under limited supervision, provides diversified administrative support to the Graduate Medical Education (GME) Office in managing and directing a residency training program. Coordinates educational activities for incoming and current residents, supports compliance with regulatory and accrediting standards, and maintains essential program documentation. Serves as a liaison among the GME Office, residents, departments, attending physicians, administration, outside institutions, and Program Directors. The coordinator supports daily personnel and administrative operations, schedules and communications, documentation and reporting, resident recruitment and onboarding, training schedules, meetings, evaluations, budgets, and program events. The role maintains resident records and tracking systems, supports accreditation and licensing requirements, and may assist with medical student rotations and department operations.

Requirements

Skill in operating a PC and software such as Microsoft Word, Access, Excel, PowerPoint, Adobe Acrobat, Outlook, and other online programs.
Ability to use specialized educational software to record PowerPoint presentations with audio and process lecture videos.
Ability to write and edit correspondence accurately, with correct grammar, spelling, and punctuation.
Skill in coordinating special events, including arranging venue, timing, catering, and parking.
Knowledge of basic mathematics for compiling and constructing tables, charts, and graphs.
Skill in operating basic audiovisual equipment, including LCD and slide projectors, audience response systems, and microphone systems.
Ability to handle sensitive documents and matters discreetly and maintain confidentiality and professionalism.
Knowledge of Graduate Medical Education.
Knowledge of the Electronic Residency Application Service (ERAS).
Knowledge of National Matching Programs.
Knowledge of virtual conferencing systems, including Zoom and Microsoft Teams.
Knowledge of scheduling applications, including ERAS Scheduler, Thalamus, and OnCall (Amion).
Familiarity with resident general board requirements for residency training programs, such as AUA, ABU, ABOG, and ABOto.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Provide day-to-day personnel and administrative support, including scheduling, communications, report preparation, document reviews, and meeting and conference materials.
Resolve routine problems and refer unusual matters to the direct supervisor and program leadership.
Support program communications and compliance with accrediting-body requirements, stay informed about updates, and assist with required annual program updates.
Maintain time-off and attendance records for residents and other healthcare personnel as needed.
Prepare and distribute house staff rotation, call, and lecture schedules; coordinate rotations, vacations, and call schedules.
Maintain resident files in accordance with institutional policy and help program leadership meet resident case, patient, and procedure logging requirements.
Prepare meeting agendas and minutes; arrange rooms and videoconferences or webinars; organize orientation materials; update resident files; and enter data into databases as needed.
Prepare and approve book, travel, and special-request orders for program leadership as needed.
Recruit prospective residents by planning campaigns, reviewing applications, coordinating interviews, maintaining candidate data for rank lists, and corresponding with candidates.
Manage onboarding for new and transfer residents and assist with applications and inspection materials.
Prepare agendas and minutes for Medical Education Committee meetings.
Monitor program personnel and update resident and faculty rosters in databases.
Collect data for the American Medical Association, American Osteopathic Association, and other licensing and credentialing boards; prepare reports and compile statistics.
Verify training, process recommendation letters for current and former residents, and prepare program correspondence.
Plan and organize resident graduation, including arranging a venue, menu, invitations, and program.
Coordinate monthly didactic schedules, identify speakers, assist with presentations, communicate with attending physicians, collect lecture evaluations, prepare summary reports, maintain attendance documentation, and correspond with faculty.
Prepare, distribute, report, and manage program, resident, and faculty evaluations.
Review budget analyses for accuracy and track program expenditures against the budget.
Coordinate the annual program evaluation and prepare and submit contracts for new and existing residents and Program Directors, including submission for physician CME credit approval.
Track and maintain confidential documentation of resident compliance, including BLS, HIPAA, OSHA, immunization, personal health, and malpractice insurance records.
Develop and maintain resident tracking software and current data, including evaluations, examinations, schedules, procedure logs, conference attendance, and scholarly activity.
Assist the Program Director with implementation of accrediting-body training requirements, arrange institutional site visits, and maintain knowledge of student and resident requirements and department and site resources.
Develop medical student rotation schedules, coordinate visiting student rotations, collect student evaluations, and correspond with Michigan State University College of Osteopathic Medicine and Wayne State University School of Medicine as needed.
Order catering, supplies, and lab coats as needed and prepare disbursement orders for material purchases.
Assume responsibility for efficient department operations during the supervisor’s absence as needed.
Serve as liaison between GME Office leadership and the program.
Participate in professional development activities to enhance the program.
Perform other duties as assigned.