Gme Program Coordinator - Gme

Description

Exempt:
Yes

Status:
Full Time

Family Medicine program coordinator is responsible for the operational and financial management of the accredited/non‑accredited residency/fellowship training program. The coordinator serves as a key liaison among learners, faculty, staff, and the ACGME, ensuring compliance with accreditation requirements and supporting resident education.

• Continuously assess and direct programmatic issues such as long‑range planning, trainee recruitment, project development, administrative workflow analysis, database maintenance, and communication with faculty and trainees.
• Meet regularly with the Program Director to discuss office management issues, project status, and workflow improvement recommendations.
• Assist in program‑level policy development and interpret and apply ACGME and hospital policies to support compliance.
• Provide both administrative supervision and support to residents, interns, and fellows.
• Act as liaison between residents and hospital administration, establishing relationships with other hospitals, internal departments, and divisions regarding recruitment, orientation, and external rotations.
• Inform residents and trainees of intra‑ and inter‑departmental policy changes.
• Track, report, and ensure compliance with procedures related to licensing, moonlighting, annual contracts, and re‑credentialing of trainees.
• Manage materials for specialty‑specific trainee exams and assist with proctoring exams.
• Develop, implement, and oversee the maintenance of filing, record‑keeping, distribution of materials, and other office/program systems, evaluating and standardizing office procedures and resolving issues.
• Maintain databases with resident and faculty data, including new innovations.
• Manage the evaluative processes of trainees, program faculty, and rotations.
• Develop and distribute call schedules.
• Oversee all purchasing for the office/program, assess equipment acquisition needs, and make recommendations to the Program Director.
• Order equipment and supplies for the training office.
• Plan departmental annual events, including recruitment, orientation, graduation, faculty retreats, and various meetings.
• Organize meetings and prepare and distribute materials for conferences.
• Coordinate medical student rotations and, where appropriate, observeerships.
• Maintain the ERAS (Electronic Residency Application System) database and oversee its processes during the residency recruitment season.
• Perform all Match responsibilities and correspond with newly matched residents regarding appointment requirements and processes; assist with quota review, rank list entry, and NRMP certification in applicable programs.
• Verify trainees’ status and activities as needed.
• Assist in the preparation for ACGME self‑study, site visits, and internal/special reviews.
• Assist in monitoring residents’ duty hours and operative/case experience via regular review of data reports.
• Receive inquiries from residents and applicants and triage them as necessary to appropriate department members.
• Develop, monitor, and report on the training program budget; work with the Institutional Coordinator to ensure accurate monthly budget statements and develop yearly residency budgets.
• Process recurring purchase orders for the residency program, including check requests and bill payments associated with program activities.
• Manage grants awarded to individual residents, where applicable.
• Perform other duties as assigned by the Program Director and/or Director of Institutional Operations.

• Associate‑degree level required; 2+ years of medical education programming preferred; 1 year of management experience preferred.
• Excellent written, verbal, communication, and presentation skills.
• Strong organizational and financial background.
• Strong analytic skills and attention to detail.

• Demonstrated efficiency and time‑management ability under pressure with multiple simultaneous deadlines.
• Detail‑oriented to ensure program and resident compliance with regulatory entities.
• Proven ability to work comfortably with physicians, administrators, and other healthcare providers at all levels.
• Skill in managing assigned projects related to education and healthcare, requiring significant multitasking.

• Excellent written and verbal communication skills.
• Ability to organize information.
• Ability to manage sensitive information with absolute confidentiality.
• Working knowledge of Microsoft Word, Excel, and PowerPoint.
• Ability to make decisions independently or to elevate issues as needed.

• Provide administrative supervision and guidance to residents on administrative issues, deadlines, and due dates.
• Supervise, train, and guide new coordinators or administrative assistants.
• Hire temporary office assistance with Program Director approval.

Posted 4 months ago – Professional | Full Time