Residency Program Coordinator

Hennepin Healthcare•Minneapolis, MN

20h•Onsite

About The Position

The Program Coordinator (PC) is responsible for the day-to-day activities of the HCMC-Sponsored accredited programs (ACGME, CODA, and CPME). The PC works with the Program Coordinator Sr. (PC Sr.) and/or Program Director (PD) to maintain the educational quality of the training program and supporting work. The PC functions as a liaison between the PD, PC Sr., residents, fellows, faculty, Graduate Medical Education (GME) Office, participating sites, Employee Occupational Health and Wellness and other hospital departments. This position may also include the day-to-day coordination of the medical student activity.

Requirements

Bachelor’s Degree in relevant field
Associate’s degree with 3 years equivalent administration and/or management experience in an academic or health setting
An approved equivalent combination of education and experience
Demonstrated knowledge of ACGME or other national accreditation standards
Demonstrated organizational skills
Strong interpersonal skills, demonstrated ability to work effectively with multiple stakeholders
Demonstrated ability to work independently and manage multiple tasks
Demonstrated ability to prioritize and meet deadlines
Demonstrated ability to work and thrive in a team setting
Demonstrated effective problem solving and analytical skills
Demonstrated excellent verbal, written and digital communication skills across all levels of the organization
Working knowledge/experience with the various institutional, specialty specific, and national accreditation software and databases that are required to maintain departmental educational accreditation
Maintain proficiency in the operation of office equipment, audio-visual equipment, and other necessary technology to assist and facilitate educational presentations
Experience in Microsoft Office Suite, with the demonstrated ability to use its maximum capacity to solve complex problems

Nice To Haves

Experience with ERAS, a Residency Management Suite Program, NRMP, etc. desirable

Responsibilities

Reports to the Program Director and serves as a member of the program team, participating in high level meetings (PEC, CCC, GMEC, GMECPC, etc.) when requested by PC Sr. and/or PD
Track and implement resident/fellow quality improvement initiatives
May attend national conferences to gather information, collaborate with other programs, serve on committees, and submit abstracts and give presentations when accepted
Schedules complex meetings: create agendas, prepare documents, coordinate calendars, facilitate logistics, and take minutes as assigned
May serve on national committees as appropriate
Track/monitor key resident/fellow data/activities in RMS
Facilitate resident/fellow expectations, actions, compliance
This may include investigating, coaching and resolution as needed
Complete trainee verifications, current and past
Collect, research, enter, and track all information in databases as required for applicable accreditation organizations, including but not limited to, resident/fellow/faculty demographics, program information, board pass rates, and scholarly activity, as well as distribute, educate and track accreditation surveys to residents/fellows/faculty and monitor compliance.
Works with PC Sr and/or PD with applicable accreditation processes encompassing, but not limited to Program Meetings, Clinical Competency Meetings (CCC), Program Evaluation Committee Meetings (PEC), Graduate Medical Education Committee Meetings (GMEC), Annual Program Evaluation (APE or equivalent), Annual Institutional Review (AIR or equivalent), Self-Studies, Clinical Learning Environment Review (CLER) Visits, etc.
Schedule semi-annual reviews, preparing documents and participating when asked
Annual System Set-up – ERAS, Spreadsheets, Interview Broker, etc. ensuring all applicant data is available and users have appropriate tools and training
Participates with interview day activities, schedule faculty interviews and materials, organize logistics
Participates with rank process, organizes meetings, gathers data, attends Rank Meeting
Review applications within ERAS, set filters and review applications, sending communications when appropriate
Implement and Complete RMS Onboarding Checklists populating data into all databases, assembling new employee files, processing contracts, managing visa processes, etc
Work with central GME office to prepare and participate in institutional New Resident Orientation planning and activities
Implement program-specific orientation and welcome events for new interns and residents moving to new levels of training
Update, distribute and monitor completion of resident/fellow Off-boarding Checklist
Update documentation to ensure appropriate board eligibility or certification for specialty or subspecialty as stipulated in accreditation program requirements
Participate in the planning and preparation of the annual graduation event
Facilitate the planning, scheduling and implementation of all resident/fellow educational activities which may include core curriculum, simulation events, didactic sessions, training exams, etc
Provide administrative support for special educational program pathways
Negotiate costs and prepare check requests and travel reimbursement forms for signature and payment
Enter and upkeep resident/fellow clinic schedules, block schedules, and call schedules
Organize Elective/Selective rotations, in-house, local, off-site, out of state, and out of country. Request contracts when needed. Organize and track paperwork and evaluations
Import complex resident/fellow schedules that include call, block schedules, shifts, clinics and special requests, i.e. vacation, CME. Management of duty hour compliance, call, clinic, rotation changes
Use Resident Management Suite to manage personnel data, Milestones tracking, rotation schedules, case and procedure logging, evaluations, and monitor conferences, schedules/attendance, duty hours, daily activities and professional activities; create and run reports when needed
Create, distribute, and track completion of evaluations for residents, fellows, faculty, ancillary staff and the program