GME Program Coordinator

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GME Program Coordinator

Academic Training

Full-Time

Role Summary:

With oversight and direction from Academic Training and Program Director(s), the GME Program Coordinator is responsible for the coordination and administration of the assigned ACGME accredited and/or non-accredited residency/fellowship training program(s) sponsored or overseen by HSS. The Program Coordinator’s primary focus is on organizing and overseeing the daily operations and activities of the program(s) and assisting Program Director(s) and faculty with ensuring that the program(s) is in full compliance with all internally and externally relevant policies, procedures, regulations, requirements and professional standards. The Program Coordinator is a resource for the Academic Training Office, Program Director(s), teaching faculty, and trainees.

Core Duties and Responsibilities:

• ​In conjunction with the Office of Academic Training, assists with ensuring the assigned GME training program(s) is/are in substantial compliance with the ACGME Common and Specialty/Sub-specialty-specific program requirements, ACGME policies and procedures, any other relevant specialty requirements, and internal HSS policies and procedures.
• Organizes and prioritizes the daily activities of the residency/fellowship program trainees, faculty, and staff; monitors work progress status and ensures compliance with deadlines.
• Provides program-level administrative support for recruitment, credentialing, appointment, orientation, reappointment, and graduation/termination of physician trainees. Serves as resource for all trainees and faculty.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems.
• Assists in the development and implementation of new systems, administrative policies and educational strategies for the program(s).
• Maintains and monitors records of resident/fellow work hours, ensuring compliance with applicable state, ACGME, and other regulatory agency requirements.
• Maintains and monitors records of resident/fellow attendance for all required educational activities, including conferences and other didactic experiences.
• Maintains, monitors, and completes all required updates on applicable internal and external websites, databases, and the various GME related national systems (e.g. ADS, ERAS, FREIDA, NRMP, SFMatch, AMA, etc.).
• Implements and maintains all required modules of the MedHub residency management software, including the management and reporting of data as well as user training for program faculty and residents.
• Assists with the coordination of the resident/fellow interview process including scheduling interview dates, corresponding with potential applicants, confirming meetings and appointments, and ensuring applicant credentials are in compliance with current guidelines.
• Provides administrative support for and attends program meetings such as the Clinical Competency Committee (CCC), Program Evaluation Committee (PEC), Wellbeing Committee, Curriculum Committee, etc. Develops and distributes agendas, takes minutes, and creates action plans for each, as required.
• Works with Program Directors, faculty, residents/fellows, and other stakeholders to identify professional development needs related to accreditation, education, core curriculum development, assessment, process improvement, or other areas as identified and required.

Other duties as assigned and necessary

Education:

• Associates degree in a related field (Required)
• Bachelor’s degree in a related field (Preferred)

Certifications/Licensure:

• C-TAGME (Preferred)
• PMP or other Project Management Certification (Preferred)

Professional Experience: 

• Minimum of 1 year of direct experience in the development, organization, and administration of programs in an academic hospital setting (Minimum Required)

• Experience in program level administration of ACGME-accredited GME programs within a complex medical school or teaching hospital setting. (Preferred)

• Works well with cross-functional teams and experientially diverse stakeholders

Leadership Competencies:

• The ability to effectively build positive, constructive relationships with others aimed at building collaboration, consensus, and high-performance teams.
• Excellent written and verbal communication skills, particularly within the realm of negotiation, conflict management, and leadership

• Models professionalism in work quality, actions, interpersonal skills, and communications with constituents and

  business partners.
• Ability to work in a fast-paced office and meet deadlines as assigned.
• Familiarity with EPIC clinical software solutions (Preferred)

Interpersonal Skills and Abilities:

• Demonstrates commitment to continual advancement of verbal and written communication skills
• Ability to exercise diplomacy and maintain positive working relationships with coworkers to include faculty, learners, and administrative staff, thereby promoting good customer and departmental relationships.
• Models high-level of Professionalism in all interactions
• Exhibits exceptional interpersonal/customer service skills and is able to cope with stress effectively
• High-level of Resiliency and Adaptability
• Demonstrated proficiency in setting priorities and organizing work to meet strict deadlines. (Preferred)