Coordinator Residency Program - Butler

Assists the manager of business operations for the residency program in the planning, organizing and coordinating of the administrative areas for the Family Medicine Residency. Coordinates communications with the students, residents, faculty physicians and other hospital personnel as necessary. Major duties include coordinating resident rotation schedules, managing various record‑keeping processes and performing license processing. Other duties include coordinating special programs for the graduate medical education program such as graduation, faculty advisor meetings and other GME meetings.

• Functions as the administrative assistant to the Program Director, and Manager Business Operations Residency Program.
  • Manages meeting schedules, keeps all parties informed of changes and conflicts.
  • Receives phone calls and visitors; arranges appointments and interviews.
  • Facilitates meeting scheduling including coordinating attendees, location, and timing.
  • Prepares agendas and minutes of meetings as requested, distributing as appropriate.
• Facilitates licensing of Family Medicine Residents.
  • Communicates with State Board of Medicine regarding licensing requirements.
  • Distributes licensing packets to incoming students.
  • Verifies licensure with State Board of Medicine.
  • Communicates discrepancies between licensing board and resident applicant.
• Maintains Residency program records.
  • Maintains resident lecture attendance records.
  • Maintains resident physician's profiles, CME, PTO, etc.
  • Verifies completion of resident physician education requirements.
  • Assists Manager and Program Director with accrediting body reviews of Residency Program.
  • Maintains department policy manual, making revisions under the direction of the Manager or Program Director.
  • Utilizes New Innovations Residency Software System to track and maintain licensing/credentialing information, duty hours, and generate reports needed by the Program Director.
  • Generates Resident contracts.
  • Distributes 360‑degree evaluations twice annually.
• Facilitates Residency applicant interviews.
  • Operates the Electronic Residency Application Service (ERAS).
  • Arranges for overnight accommodations for incoming applicants.
  • Generates reports from ERAS.
  • Coordinats applicant interview schedule.
  • Facilitates travel to and from the family health center offices as needed.
  • Assists the applicant with special needs for interview process.
• Coordinates daily operations for the Residency office.
  • Arranges for repair and servicing of office equipment.
  • Orders and stocks office supplies needed for daily operations.
• Assists with coordination of communications and projects related to the physician practices.
  • Provides assistance to the Program Director and Manager in maintaining communication among the practices.
  • Develops communication independently, as required, such as memos, agendas, notices, etc.
  • Ensures all correspondence is in final format for publishing, distributing, or communication.
  • Assists with the coordination of projects with minimal supervision.
• Processes Vacation/Continuing Medical Education Requests.
  • Records and tracks vacation/CME requests.
  • Communicates with chief resident and nurse manager vacation/CME absences for purposes of scheduling and payroll.
  • Prepares check requisitions for CME expenses/travel expenses.
• Coordinates speakers for resident orientation session.
• Assists Program Director/Associate Program Director/Manager, Business Operations with presentation of orientation.
• Attends team building session.
• Assists with copying/distribution of orientation material.
• Coordinates Residency Graduation.
  • Plans menu with facility hosting residency graduation.
  • Constructs invitations.
  • Maintains address data bank for mailing invitations.
  • Attends residency graduation.
  • Assists Program Director/Associate Program Director with distribution of diplomas and awards.
  • Communicates with calligrapher for residency diploma information.
• Distributes, collects and processes credentialing papers for residents to rotate at Children’s.
• FWDs materials for rotation (e.g., licensing documents, child abuse clearances, etc.) as required.
• Communicates on an ongoing basis with coordinator and Chief Resident at Children’s Hospital to…