Medical Education Off Coord-IM

The posting

Job Description

Works under the guidance and in collaboration with the graduate medical education/academic affairs office. The position has responsibility of operational and daily management of specific residency-training programs and/or other assigned duties within medical education. The coordinator assists and supports the Program Director and Associate Program Director with educational and administrative tasks to meet residency and accreditation requirements. The position provides necessary administrative support to teaching faculty, residents, and fellows. Performs all job duties and responsibilities in a courteous and customer-focused manner, according to the Hurley Family Standards of Behavior. Works under the supervision of the designated residency training program director and the Chief Academic Officer. May exercise full and direct supervision over a few clerical employees engaged in record-keeping and routine office work.

Responsibilities

1. Assists in supporting compliance with GME policies, accreditation requirements, and departmental policies.
2. Maintains and monitors the Electronic Residency Application Service (ERAS) pre- and post- recruitment season candidate-application data.
3. Works closely with the program director to initially screen, examine, compare and process resident applications in ERAS.
4. Evaluates all resident and fellow applications within ERAS for completeness.
5. Schedules and coordinates interview sessions for candidates within the residency.
6. Distributes, monitors and maintains accurate resident rotation-block schedules, clinic and call schedules.
7. Submits timely and accurate resident schedules in the residency-software system for financial purposes, participates in routine GME audits, and responds promptly to inquiries from the Finance Department. 8. Develops resident- and program-evaluation reports based on data and surveys to assess the quality of the program and to initiate change.
8. Tracks and ensures the timely completion of all resident and faculty monthly evaluations.
9. Maintains accurate records of resident files inclusive of rotations, evaluations, procedural logs, licensing, certifications, visa status, leaves of absences, vacations, etc., in the designated software systems approved by Hurley Medical Center.
10. Completes payroll for residents utilizing the current software approved by Hurley Medical Center and submits faculty requests for reimbursement in a timely manner.
11. Maintains the databases for residents and teaching faculty with software approved by medical education and the Accreditation Council for Graduate Medical Education Accreditation Data System (ADS).
12. Conducts routine monitoring of resident work hours, is knowledgeable with accreditation work-hour requirements, and reports violations of resident work-hour requirements to the program director.
13. Manages and coordinates accreditation site visits, including assisting in the preparation of site-visit documents.
14. Responsible for processing purchase orders and check requests and for paying expenses/invoices in a timely manner.
15. Processes all visiting-resident applications and validates credentials and Hurley training-completion of visiting residents prior to rotation start dates.
16. Facilitates processing of program letters of agreement for resident away electives.
17. Serves as the residency training program's Training Program Liaison (TPL) with the Educational Council for Graduate Medical Education (ECFMG).
18. Assists the GME office with resident orientation and is responsible for residency-specific orientation.
19. Plans events, sets up recording/live-streaming software, distributes/uploads links before and after meetings or events; arranges for food and beverages, reserves and sets up meeting and event rooms and creates materials for events. Coordinates with the Continuing Medical Education office as needed.
20. Maintains departmental education calendars; sends email news blasts and reminders; maintains calendars for the program director and associate program directors; creates flyers, promotional material, and signs.
21. Actively participates in medical education professional development webinars, training, etc.
22. Develops staffing and work schedules for personnel. Approves leaves, vacations, personal days, and overtime. Accurately computes and approves time in the institution's electronic leave-of-absence system.
23. Interviews, hires, evaluates, disciplines, and, when necessary, recommends discharge of staff.
24. Completes performance appraisals in timely manner. Answers grievances.
25. Identifies opportunities to improve office operations.
26. Creates from rough drafts, verbal conversations, existing templates, or online research instructions, forms, letters, receipts, records, vouchers, departmental reports, permits or other materials frequently requiring independent action and direction. Composes routine letters and prepares rough-draft report narratives and tabulations.
27. Composes routine letters and prepares rough-draft report narratives and tabulations.
28. Resolves problems, obtains information, and responds to inquiries or complaints in a manner consistent with policies, procedures and operation of the department.
29. May take meeting minutes.
30. Receives telephone and in-person inquiries, screens those who, according to own judgment, can be handled by others, and tactfully refers them to appropriate personnel.
31. Performs miscellaneous administrative residency-training program assignments as directed by the program director or Chief Academic Officer.
32. Performs other related office duties as required/assigned. Utilizes new improvements and/or technologies that relate to job assignment.

Qualifications

Bachelor's degree in health care, business, human resources, communication, or other related fields. 5 years of medical education experience may substitute for educational requirements. Knowledge of office management and medical education best practices. Familiarity with graduate medical education programs preferred. Ability to gather, coordinate, and visually represent statistical data for accreditation, compliance, quality improvement, financial and personnel purposes. Ability to write clearly, professionally, and with grammatical correctness. Ability to maintain detailed residency-training information, accreditation data, resident-physician evaluations, resident-physician personnel records, and to prepare accurate reports and tabulations of such records, using the designated software systems. Ability to understand and follow written and oral instructions. Ability to communicate and interact with employees, physicians, residents, medical students, and the public professionally, respectfully and courteously. Ability to use and understand multiple relational database systems and other technology, as well as to train others on the systems as needed. Ability to complete self-directed learning with provided resources (or to find the resources online) as required to improve knowledge and effectiveness. Event-planning experience preferred. SPECIAL NOTE: Employees will progress to a Medical Education Officer II when the following are met: TAGME Certification At least 1 year (2080 hours) as a Medical Education Officer Coordinator Most recent evaluation score of 2.5 or higher