Program Coordinator, GME Residency Program On Site

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The Residency Program Coordinator is responsible for the operational management of the accredited residency training program, under the oversight and direction from the Director of Graduate Medical Education (DGME) and the Program Director (PD). The Residency Program Coordinator acts as the central coordinator between physicians, residents, medical students, other institutional departments, and regulatory authorities. The Residency Program Coordinator is responsible for the administration of day-to-day operations of the residency program.

This role will serve as a key liaison between the resident learners, faculty, healthcare system Associates and the regulatory bodies. They will be a key member of the residency team, ensuring regulatory compliance with the requirements of the Accreditation Council of Graduate Medical Education (ACGME) and other regulatory boards and agencies, as applicable.

• Coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program’s curriculum and adhere to ACGME requirements.
• Establishes relationships and acts as a liaison between residents, internal departments, and healthcare system administration as needed.
• Oversees department-level resident orientation.
• Coordinates with internal departments and other specialties regarding resident orientation and rotations.
• Provides support and meets regularly with the DGME, PD and Core Faculty concerning program activities, office management issues and the status of projects.
• May assist in program-level policy development.
• Manages materials for specialty-specific resident exams and may assist with proctoring exams.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems.
• Maintains databases with resident and faculty data, including Med Hub.
• Manages the evaluative processes of the residents, program, faculty, and rotations.
• Ensures that confidential files and records of current residents and graduates are maintained.
• Maintains databases with resident and faculty data, including the Residency Management Software.
• Develops, distributes, and manages call schedule to include finding last minute coverage.
• Provides administration support to the residents/fellows/interns, students, program director and associate program directors.
• Provides guidance to residents/fellows on program and GME policies and non-clinical aspects of the program.
• Organizes meetings and prepares and distributes materials for conferences and lectures.
• Develops brochures, invitations, or advertisements for events/lectures.
• Tracks and processes initial paperwork for visa requests, in conjunction with the Registrar and International Office.
• Tracks, documents, and reports 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 Graduate Medical Education programs.
• Assists in the preparation of letters of recommendation for graduates.
• Effectively utilizes interpersonal communication skills and responds to office and telephone inquiries.

• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications, and other such media.
• Creates/edits annual publications regarding the program.
• Maintains program’s website.
• Performs all match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals.
• Assists with quota review and rank list entry and certification in National Residency Matching Program (NRMP), for applicable programs.
• Maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season for applicable programs.
• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related…