Coordinator, Graduate Medical Ed (GME) Program

Medical Education Program Coordinator

Responsible for medical education functions within the institution. Serves as an administrative liaison with and resource person for the academic departments with regard to residency, fellowship, and medical student education. May perform duties including but not limited to the administration and management of the program as well as planning and coordinating academic, operational, and financial activities; assist in the development, implementation, and ongoing compliance with the program's goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues.

Education : In addition to the skills normally obtained through completion of a high school education, plus one to two years advanced education in either secretarial science is preferred. Must be proficient in computer software applications such as Microsoft Office.

Experience : Minimum 4 years with proven communication and organizational skills. Former experience in a teaching hospital is preferred. Thorough knowledge and understanding of the current ACGME Common Program Requirements, Residency Review Committee requirements, Fellowship and Specialty Board requirements for certification and tracking for each specialty program.

Responsibilities :

• Review program letters of agreement for any changes, expirations, etc.
• Update ACGME Accreditation Data System (ADS) with new or departed faculty members, etc.
• Ensure resident slog procedures, work hours, etc. and verify with program director
• Process resident time off requests (e.g., vacation, personal time, leaves of absence); this may include obtaining approval, notifying the appropriate faculty / staff, and adding to calendars and / or other applicable platforms
• Attend monthly program coordinator meetings, monthly Graduate Medical Education Committee (GMEC) meetings, journal clubs, peer mentoring meetings, and webinars as applicable
• Edit and distribute the program's newsletter
• Process residency verification requests
• Coordinate remediation process as applicable
• Assist residents who are attending specialty-specific conferences (e.g., approval, funding, registration)
• Participate in planning meetings with the program director (monthly, quarterly, as-needed) which may include : Scholars Day, Chief resident transition, Awards, Reappointments, New credentialing, Scheduling, Graduation, Orientation
• Schedule meetings and events and reserve space as necessary throughout the year; examples include : Orientation, Recruitment meetings, Didactic sessions (e.g., Journal Club, grand rounds), Resident evaluation meetings, Clinical Competency Committee (CCC) meetings Program Evaluation Committee (PEC) meetings, In-training exams in computer classrooms, Graduation
• Monitor all resident rotation evaluations and send out as needed
• Follow up with faculty members on missing resident rotation evaluations for the prior month
• Program Evaluation Committee (PEC) meeting
• Deadline for Annual Program Evaluation for the previous academic year; submit executive summary and action plan to the Graduate Medical Education (GME) Office
• Submit complement increase proposals to Graduate Medical Education Committee (GMEC)
• Send out the alumni survey
• Ensure completion of ACGME Resident / Fellow and Faculty Surveys
• Program director form verifying current training for medical licensure
• Send residents reminders regarding the deadline for the United States Medical Licensing Examination / Comprehensive Osteopathic Medical Licensing Examination of the United States (USMLE / COMLEX-USA) Step / Level 3 exam, per program requirements
• Check on state medical licensure status
• Plan and prepare for in-training exams
• Start reappointment / recredentialing process
• Plan the resident retreat (logistics and theme / agenda)
• Coordinate annual evaluations of staff members
• Prepare GME Annual Program Report, per the GME Office's instructions
• Deadline for Annual Program Evaluation for the previous academic year; submit executive summary and action plan to the GME Office
• Prepare Medicare Audit documents, per the GME Office's instructions
• Manage fellow financial allowance account purchases (e.g., textbooks, computers), per the Sponsoring Institution's guidelines
• Plan and prepare for in-training exams
• Assist in recruitment
• Build the block schedule, rotation schedule, clinic schedule, call schedule, and didactics for next academic year
• Update goals and objectives, policies and procedures, manuals, etc.
• Update scholarly activity for all fellows and faculty members, especially graduating fellows
• Prepare for the program's New Fellow Orientation (print documents, etc.)
• Research forms for Medicare reimbursements for fellowships with dedicated research time, if applicable
• Collect new contact information from graduating fellows
• Ensure all fellows have entered Case Logs in the Accreditation Data System (ADS), if applicable
• Send out / assign quarterly or rotation evaluations in the fellowship management system
• Compile evaluation data by the semiannual review date
• Schedule semiannual review meetings with each fellow and the program director
• Coordinate house staff photo
• Plan the Scholars / Research Day
• Budget preparation for the next academic year
• Set timelines for teaching awards (department and program awards)
• And any other duties as assigned

Working Conditions, Physical Environment and / or Safety Requirements : Long periods of sitting, working at a computer station. Involves intermittent standing and walking. Requires no heavy lifting over 50 pounds. Meets all safety requirements associated with the Medical Center. Must be able to work in a small noisy office and endure multiple interruptions.