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Job Summary

• The Program Residency Coordinator is responsible for assisting in the administration of the residency program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Program Requirements. The Residency Coordinator manages the day-to day operations of the program and provides administrative support to the Program Director, the residents, and the program’s faculty.  The Residency Coordinator additionally will interact regularly with faculty, residents, institutional leadership, and regulatory administrative personnel to ensure the program’s adherence to ACGME standards and requirements. The Residency Coordinator will also directly work with the Program Director, GME Operations Director, and/or Institutional Coordinator and assist with tasks and projects for the institution as requested.

Essential Functions

• Coordinates all aspects of the resident interview process including scheduling interview dates, corresponding with potential applicants, confirming meetings, and ensuring applicant credentials are in compliance with current guidelines
• Manage the day-to-day functions of the residency programs
• Prepare any needed reports requested for leadership related to compliance to medical school contracts and rotations
• Provide administrative oversight for residency programs including, but not limited to, the following: handling inquiries and requests, sorting correspondence, setting up folders, maintaining residency program files in accordance with records retention schedules, assisting in requests for verification of residency training, and maintaining calendar of applicant appointments and meetings
• Maintains program letters of agreement for all required rotations at outside institutions within hospital databases
• Ensures resident compliance with duty hour tracking requirements. Monitors and tracks attendance to the block schedule outline
• Ensures faculty compliance with resident surveys by block
• Addresses residents’ concerns promptly and appropriately escalates concerns and issues as needed
• Serve as first point of contact for all trainee issues, questions and/or concerns
• Ensures residents are adhering to and submitting/completing required documentation for rotations at other institutions
• Tracks incomplete items and provides an update to the GME Director and Program Director as needed
• Compile and manage all documentation and certifications related to state and hospital regulatory requirements for residents to work on and off site within the residency program
• Collects a summative, competency-based evaluation and a list of all rotations completed from the previous program of any resident who transfers into the program, including those who complete one year of preliminary training before entering an advanced residency program
• Manages onboarding process for new residents; ensures incoming residents stay on track with their onboarding requirements
• See the department’s resident onboarding list for details
• Manages exiting process for residents who are terminating from the programs
• See the department’s resident exit checklist for details
• Maintains the Resident Handbook; updates the handbook as needed
• Coordinates all program required meetings (Annual Program Evaluation, Competency Committee, ad hoc meetings as called, etc.)
• Takes accurate minutes and disseminates to appropriate participants and stakeholders
• Assist in preparation of site visits as directed by the Program Director
• Ensure resident files stay in a state of survey-readiness
• In coordination with the GME department leadership and other program coordinators, organize new resident orientation yearly for the incoming residents
• Schedules and manages all databases within New Innovations (residency program management software)
• Ensures all functions of New Innovations are captured for a complete and accurate output of IRIS reporting
• Set up new locations, faculty, and resident profiles when needed and maintain proper timely archive for those no longer with the program
• Maintains and monitors accurate records of resident attendance for all required educational activities, including conferences and other didactic experiences
• Schedule and facilitate orientation for new/incoming residents
• Control the orientation schedule to ensure all required presentations are met for hospital compliance
• Adhere to program specific timelines to ensure critical tasks and projects are completed by the critical dates

Education

• Regionally accredited bachelor’s degree preferred and/or equivalent experience required

Experience

• 1-2 years’ experience in a healthcare related field (preferred)
• Experience in program level administration of ACGME-accredited GME programs within a medical school or teaching hospital setting (preferred)
• Experience with software technology; strong technical aptitude
• Experience with New Innovations/residency software (preferred)

License/Certifications

• C-TAGME certification recommended