Program Coordinator

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Job Title:
Program Coordinator

Department:
Medicine | Surgery Administration

The Program Coordinator (PC) is responsible for day-to-day administration of the Cardiothoracic & Vascular Surgery residency/fellowship training programs within the Department of Surgery.  The PC assists the Program Manager (PM) in developing and maintaining the educational quality of the training programs and ensuring compliance with ACGME accreditation standards and other regulatory requirements.  The PC functions as a liaison between the PM, trainees, the GME office, participating clinical sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which their trainees rotate.  Within this framework, the Program Coordinator will: Coordinates educational activities (e.g., didactic conference schedules, Grand Rounds, etc.) that support the program's curriculum and adhere to ACGME requirements; Provides guidance to trainees on program and GME policies and non-clinical aspects of the program; Assists with evaluations, schedules, program goals and objectives, conferences and trainee demographics information in MedHub; Assists with delivery and completion of trainee, faculty, and program evaluations; Assists with accreditation activities including Annual Program Evaluations (APEs), ACGME Self Study Visits, etc.; Coordinates duty hour and evaluation reports and ensures reporting/completion compliance; Coordinates the trainee recruitment and selection process.

Job Duties

25% General Program Responsibilities

Communicate with GME constituents (GME Office, department, faculty, trainees, ACGME, American Board of Medical Specialties (ABMS specialty board)) on a regular basis or as needed; Interpret ACGME requirements, GME Office policies and procedures, and other institutional policies as applicable; Advise trainees on policies and procedures, including the Limited Staff Agreement (LSA) which outlines the terms of trainee appointments; Assist with MedHub administration for the program, including: maintaining trainee demographics data; trainee schedules, importing program and rotation goals and objectives; and ensuring timely completion of duty hour reports; Ensure trainees submit case/procedure log data in appropriate systems as required by their specialty Review Committee (in ADS, RMS, specialty society, other); Handle confidential and critical materials, issues, and communications. Act as a liaison between the PM and a full range of internal and external offices and individuals; Advise and consult on issues or inquiries from trainees, faculty, and staff; Provide general guidance regarding accreditation and program management to the department's constituents; Develop/manage program website for housestaff, faculty, and prospective housestaff.

20% Program Accreditation and Compliance

Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; Maintain all essential documents required for program accreditation; Assist the PM in maintaining program information in the ACGME's Accreditation Data System (ADS), including but not limited to current trainees, program faculty, scholarly activities, training sites, responses to citations, and program evaluation methods; Facilitate ACGME communications to trainees and faculty, including notifications regarding the annual ACGME Survey.

20% Recruitment and Orientation

In collaboration with the PM, assist with candidate recruitment efforts; In collaboration with PM, coordinate applicant review process, contact applicants for interviews, schedule and assist with interview communication and interview day activities; Assist PM with the applicant ranking process including submitting rank order list(s) to the appropriate match program; Assist with organization and scheduling of program-specific new trainee orientation

15% Trainee Appointments and Credentialing 

Assist with appointment process for incoming housestaff in coordination credentialing process requirements provided by the PM, the GME office, and the credentialing office; Understand division/department staff involvement in the credentialing process, including responsibilities of payroll coordinators and others; Field questions from applicants and faculty regarding onboarding; Arrange for pagers, ID badges, BuckIDs, keys, lab coats, etc. for trainees; Produce onboarding packets for incoming housestaff and distribute in a timely manner; Assist in the preparation and completion of letters of recommendation for graduates and training verification forms; Assist with organization of annual trainee graduation; Assist with trainee off-boarding process.

10% Trainee Files

Maintain educational files for all current trainees and graduates; Archive graduate files in accordance with institutional records management retention policies and schedules; Maintain a residency database and hard copy files of current and alumni housestaff; Process vacation/leave request forms for trainees.

10% Evaluations

Assist PM in delivery of program evaluations that measure trainee performance, faculty performance, educational content of rotations, and the program; Assists PM with the programs’ Clinical Competency Committee (CCC) meetings, including preparation of evaluations and supporting materials for review, taking minutes, and completion of Milestones reporting to the ACGME; Coordinate trainee semi-annual reviews; Assist the PM in preparation and coordination of the programs’ Annual Program Evaluation (APE) process.

5% Other Program Responsibilities

In collaboration with PM, coordinate administrative planning logistics for meetings and conferences, including monthly lecture series, conferences, journal club, M&M, certification courses and in-service exams; assist with marketing activities for program (website updates, open houses, etc.); Complete purchases and reimbursement requests on behalf of the program; Regularly attend GME office PC meetings and other GME office educational offerings.

Required Qualifications:

A Bachelor's degree in an appropriate field or an equivalent combination of education and experience is required. Experience in program planning and administration. Extensive experience in Microsoft Office and excellent oral and written communication skills are desired.

Additional Information:

Location:
Twelfth Ave, 395 W (0356)

Position Type:
Regular

Scheduled Hours:
40

Shift:
First Shift

Final candidates are subject to successful completion of a background check.  A drug screen or physical may be required during the post offer process.

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