Senior Program Coordinator, IM Residency Program

Overview

With oversight and direction from the Program Director, the Senior Program Coordinator is responsible for the operational and financial management of the accredited / nonaccredited residency / fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Senior Program Coordinator will continually assess and direct a wide range of programmatic issues, including long-range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

The Internal Medicine Residency Program operates at three training sites (Whitesburg, Harlan, and Highlands), with the Senior Program Coordinator serving as the primary administrative contact for the entire program, alongside the Program Director.

Special Instructions

Position based at Whitesburg ARH

Responsibilities

• Provides support to the Program Director by meeting regularly to discuss office management issues, activities, budget, and the status of projects. Identifies and evaluates methods for improving workflow and cost-effectiveness and makes recommendations to the Program Director for enhancements.
• Interprets and applies ACGME guidelines, as well as policies from other national accrediting agencies and the hospital, to ensure compliance.
• Provides administrative supervision and support to Program Coordinators, Residents and Faculty.
• Act as a liaison between residents and hospital administration when necessary. Establishes relationships and serves as a liaison to other hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program affiliation agreements, and external rotations.
• Oversees orientation for new resident onboarding
• Informs residents and trainees of changes in inter- and intradepartmental policies and procedures
• Monitors compliance with licensing procedures, moonlighting, annual contracts, and the credentialing process for trainees.
• Manages materials for specialty-specific trainee exams and may assist in proctoring those exams.
• Develops, implements, and oversees filing systems, record-keeping, distribution of materials, and other office or program procedures.
• Assesses and standardizes office procedures while effectively troubleshooting and resolving issues.
• Maintains databases with resident and faculty information
• Manages the evaluative processes of trainees, the program, faculty, and rotations.
• Oversees all purchasing for the office / program. Assesses equipment acquisition and training needs, making recommendations to the Program Director. Orders equipment and supplies for the training office.
• Plans annual departmental events, including recruitment, orientation, graduation, faculty retreats, meetings, and other program-related events.
• Organizes meetings and prepares and distributes materials for conferences and lectures.
• Develop brochures, invitations, and advertisements for events and lectures.
• Coordinates medical student rotations and, as appropriate, observerships.
• Creates and maintains external program advertising through websites, brochures, postcards, publications, and other media.
• Edits and produces annual publications regarding the program and maintains the program’s website.
• For applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the residency recruitment season.
• Handles all Match responsibilities and communicates with newly matched residents about requirements and the appointment process at the hospitals. In applicable programs, assists with quota review and rank list entry and certification in the NRMP (National Residency Matching Program).
• Works with the Training Program Liaison to process initial paperwork for visa requests
• Verifies the status and activities of trainees as needed
• Assists in preparing for ACGME Self-Study, site visits, and internal / special reviews.
• Monitors residents’ duty hours and operative / case experience through regular data report reviews.
• Provides administrative guidance to residents regarding issues, deadlines, and administrative matters.
• Develops, monitors, and reports on the training program budget. Works with the Director to ensure the accuracy of monthly budget statements and prepares the yearly residency budget.
• Manages recurring purchase orders for the residency program and processes check requests and payments associated with program activities.
• Performs other duties as assigned by the Program Director and the GME Office.

Qualifications

Education

Bachelors Degree

Minimum Work Experience

Three to five years of Program Coordinator experience

Required Skills, Knowledge, and Abilities

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