Coordinator II, Residency Training Program - Orthopedic Surgery

Orthopaedic Surgery Graduate Medical Education Coordinator

Minimum Qualifications:

Associate's degree or equivalent. 3 years related experience.

Job Summary:

To perform a wide variety of professional duties in the management of all medical and House Staff programs.

Job Duties:

Coordinates the day-to-day administrative aspects of the Orthopaedic Surgery graduate medical education programs in collaboration with the Program Manager, the Program Director, attending physicians, residents, and other institutional regulatory administrative offices. As well as assist with the day-to-day administrative operations of the Residency/Academic Office.

• Collaborates with the Program Manager to assure that the program meets or exceeds accreditation requirements:
• Knows the current ACGME program requirements.
• Organizes and maintains residency training files.
• Assists with the preparation of documentation required for accreditation (Annual Program Evaluation, Milestones, WebADS).
• Manage and coordinates accreditation site visits.
• Maintain web-based ACGME surveys.
• Maintain ongoing communications with the GME office.
• Maintain evaluations and monitoring of Duty Hours through New Innovations.
• Prepare with Case Log Reports for monthly review.
• Collaborate with the Program Manager and Education Director on didactics:
• Schedule and compile semi-annual evaluations.
• Compile data for semi-annual CCC meetings for Milestones.
• Coordinates weekly OMS, Ortho Midday Summits.
• Maintain Morbidity & Mortality (M&M) case lists for Faculty Moderator and Resident presentations
• Coordinate monthly Well-Being Conferences and Psychomotor Skills Labs
• Maintain attendance for Resident Conferences
• Assists in the ongoing management of the GME program budget:
• Process travel and oversight of the travel funds.
• Process reimbursements for program related expenses.
• Oversight of the recruitment budget.
• Maintain the Resident Development Fund which includes processing orders, reimbursements, and monitoring the budget.
• Coordinates and processes resident travel arrangements and reimbursements, as well non-PO vouchers and internal billing requests, ensuring compliance with current UTMB Guidelines.
• Gather and maintain records for credentialing:
• Assist new residents with the on-boarding process.
• Assist with Off-Site Rotations credentialing with the Medical Staff Office.
• Schedule trainees for credentialing courses (ACLS/BLS/EPIC).
• Ensure data in New Innovations is accurate.
• Coordinate training schedules:
• Work with the Program Manager to compile the master Block Schedule annually.
• Coordinate rotation schedules with other programs for off-service rotations.
• Maintain updated schedules in New Innovations.
• Compile call schedules and update in AMCOM.
• Organize, manage and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, recruitment, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings. Coordination and confirmation of the planned activities; distribution of conference material; creation of sign-in sheets for all conferences; entry of attendance into New Innovations database.
• Coordinate Residency Recruitment and Interviews:
• Manage residency applications through ERAS and work with the Program Manager and Application Review Committee to screen applicants for interviews.
• Work with the Program Manager and the Program Director for review of applicant applications
• Assist with the organization of interviews (Virtually and In Person) to include distribution of applicant files, socials, evening dinners, breakfast, lunch, and campus tours.
• Administrative responsibilities:
• Provide administrative support to the Program Manager and Program Director for GME related activities.
• Work with the GME office for on-boarding, scheduling workshops, maintaining current certifications for residents, maintaining licensure documentation.
• Monitors time and attendance in KRONOS for residency staff.
• Providing timely training verifications.
• Maintaining resident confidential personnel files.
• Serve as the program liaison with agencies and institutional departments.
• Works in tandem with other Coordinators in the department filling in and covering other departmental areas as needed.
• Answers phones and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communications in a timely manner.
• Composes correspondence and memorandums in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure.
• Performs miscellaneous clerical tasks, such as making copies, filing, faxing, and mail distribution.
• Performs any related duties required to maintain efficient operations of the residency programs.

Preferred Qualifications:

• Knowledge and experience working with Word and Excel spreadsheets.
• Familiar with PeopleSoft financials
• Possess excellent verbal, written, organizational and interpersonal skills.
• Ability to multi-task to support diverse areas within the administrative team.
• Experience working in a team environment.
• Prior residency training program or Academic experience.

Salary Range:

Actual salary commensurate with experience.

Work Schedule:

Monday through Friday, 8am to 5pm and as needed on occasion.

EQUAL EMPLOYMENT OPPORTUNITY:

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Compensation