GME Program Coordinator

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Type of Position:
Administration - Outreach

Job Type:
Regular

Work Shift:
Day Shift (United States of America)

Sponsorship Available:

No

Institution Name:
University of Arkansas for Medical Sciences

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.
The safety of our team members at the University of Arkansas for Medical Sciences is our top priority. For this reason, successful applicants for this position must be fully vaccinated against Covid-19 or have an approved medical or religious exemption on file with our Student & Employee Health Services dept. UAMS will adhere to all federal, state and local regulations and will obtain necessary proof of vaccination prior to employment to ensure compliance.
 

UAMS offers amazing benefits and perks (available for benefits eligible positions only ):

• Health: Medical, Dental and Vision plans available for qualifying staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply link/button.

UAMS is an Affirmative Action and Equal Opportunity Employer  of individuals with disabilities and protected veterans and is committed to excellence.  If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (501) 686-6432 and let us know the nature of your request. We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA).

At UAMS we value Diversity, Equity and Inclusion. Visit our website to learn more: https://ddei.uams.edu/

For general application assistance or if you have questions about a job posting, please contact Human Resources at [email protected] .

Department:
COM | Internal Med GIM Admin

Department's Website:

https://medicine.uams.edu/internal-medicine/

Summary of Job Duties:
The Graduate Medical Education (GME) Program Coordinator will manage the day-to-day operations of the UAMS residency/fellowship program and contribute to the success of the program through support of the program director in accreditation efforts, educational programming and support of residents. The Program Coordinator is a member of the program’s leadership team and as such has a unique knowledge of the Accreditation Council for Graduate Medical Education (ACGME) and program-specific requirements, policies and procedures. The Program Coordinator serves as a liaison between the program and trainees, faculty, staff, hospital administration as well as internal and external departments.
The Program Coordinator will assist the Residency Director with the day-to-day operations of the residency program and contribute to the success of the program in accreditation efforts, educational programming and support of residents. This position must have working knowledge of the Accreditation Council for Graduate Medical Education (ACGME) and program-specific requirements, policies and procedures. The Program Coordinator serves as a liaison between program and trainees, faculty, staff, hospital administration as well as internal and external departments.
The objective of this position is to ensure support to the departments faculty members. This support includes a wide array of activities to ensure day-to-day operations go smoothly and that information that enhances integration and communication is shared and exchanged. The position requires a wide degree of judgment and attention to detail to successfully enact its duties. The Program Coordinator must have the ability to set goals, prioritize competing demands, be an efficient task manager and communicate effectively with all levels of personnel, and demonstrate highly effective interpersonal skills by maintaining good working relationships with all programs and divisions. Additionally, the Program Coordinator must make effective use of organization resources and demonstrate skills as a systems thinker.

Qualifications:

• Bachelor's degree plus three (3) years of professional administration experience OR

• High School diploma/GED plus seven (7) years of professional administration experience required.

Preferred Qualifications:

• Two (2) years of GME experience.

• TAGME - Training Administrators of Graduate Medical Education certification.

Additional Information:

Responsibilities:

• Ensures all aspects of support are present for the faculty members.

• Coordinates executive work groups, setting agendas, recording keeping and all associated scheduling.

• Collects, sorts, and distributes incoming and outgoing mail.

• Places and receives phone calls and ensures phone messages are delivered in a timely manner.

• Maintains and tracks documentation that pertains to teaching, curriculum, and regulatory needs.

• Responsible for performing clerical duties, maintaining databases, creating reports, ordering supplies, facilitating and collaborating with management, securing maintenance, and other general activities.

• Plans and organizes all special projects as required by the administrative team.

• Management of ACGME Accreditation Data System (ADS), also known as WebADS, to include:  Resident Roster, ADS Annual Update, Milestone Evaluations, Resident and Faculty Surveys and Case Log Reporting, if applicable.

• Participates in the development and management of program’s improvement plans in response to ACGME Notification Letters/Citations/Areas for Improvement.

• Participates in the development and management of the UAMS College of Medicine (COM) GME Annual Program Evaluation.  Is actively involved in the data collection and analysis as well as the written evaluation of program for the UAMS GME Annual Program Evaluation process.

• Develops, reviews and updates program-level policies to be current with ACGME and/or GME requirements on an annual basis.

• Prepares for ACGME Self-Study process and subsequent Site Visit.

• Gathers and presents data and documentation for both Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) as outlined in program requirements and/or directed by GME and Program Director.  Staffs meetings of PEC and CCC as directed.

• Assists with creation and oversight of educational curriculum and activities such as Didactic Conferences, Journal Club, Board Prep, etc.

• Tracks, reports and ensures compliance with policies and procedures.

• Acts as a Co-Proctor for Internal Medicine In-Training exams which are administered each fall and occur over a number of weeks.

• Plans and implements annual events to include graduation, retreats and various meetings.

• Supports and advises residents on how to complete their State License forms.

• Processes routine requests by credentialing agencies verifying the resident’s training experience. 

• Schedules reservations for lecture halls, classrooms and computer labs as needed by the department.

• Monitors budget and orders food for resident conferences, recruitment dinners and lunches as needed by the department. Serves as the primary point of contact for purchasing and foundation requests. Coordinates travel and travel reimbursement for the Program Director and residents. Responsible for monitoring each residents book fund.

• Occasionally (usually no more than 4 times per year) required to attend outside functions that occur during the evening hours such as recruitment dinners, graduation dinners and intern reception at the Department Chair.

• Develops and implements process for resident candidate recruitment and selection including, preparing departmental information for each applicant, escorting candidate to their individual faculty interviews (if interviewing in person), entering comments from faculty interviewer into the candidates ERAS folder and set-up and take down for breakfasts and lunches if interviewing in person.

• Manages online residency programs, such as the Electronic Residency Application Service (ERAS), the National Resident Matching Program (NRMP), the AMA Residency and Fellowship Database (FRIEDA) and other relevant data sources.

• Manages the onboarding process for incoming residents and advancement process for continuing residents and checkout process for exiting residents.

• Oversees department-level trainee orientation.

• Maintains and updates program website throughout year.  Creates program’s promotional materials.

• Ensures that program utilizes the New Innovations software to include annual program activities: creation of personnel files, onboarding, resident schedules, evaluations for residents, faculty, rotations, etc. and advancement.

• Pulls data from New Innovations for Clinical Competency Committee meetings, Program Evaluation Committee meetings, resident advisor meetings and program director meetings, when applicable.

• Tracks resident duty hours as defined by ACGME Common Program Requirements and program-specific requirements.

• Provides New Innovations reports (duty hour, evaluation compliance, milestone reporting) to program director as requested.

• Maintains and updates Program Letters of Agreement for participating sites, which are housed in New Innovations.

• Uploads current program policy handbook on an annual basis.

• Maintains resident files to include:  residency program processes, records and evaluations to include visa requirements and/or Educational Commission for Foreign Medical Graduates (ECFMG) documentation, as applicable.  

• Follows procedures for monthly billing.

• Facilitates verification of training process for past trainees.

• Verifies resident progress through the program for board eligibility and completion requirements.

• Manages resident compliance with annual tasks:  flu shot, TB skin test, conflict of interest, HIPAA and safety trainings.

• Maintains record of resident leave, resident schedules/rotations and final summative evaluation.

• Maintains administrative staff files. 

• Attends Program Coordinator Organization meetings to meet annual GME Scorecard Requirement minimums. (70% of monthly meetings).

• Attends classes & training for financial & travel systems.

• May perform other duties as assigned.

Salary Information:

Salary will commensurate with education and experience.

Required Documents to Apply:

Proof of Veteran Status, Resume

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

Please contact [email protected]  for any recruiting related questions.

All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS  

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:
No Background Check Required

This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity.  The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law. 

Constant Physical Activity:
N/A

Frequent Physical Activity:
N/A

Occasional Physical Activity:
N/A

Benefits Eligible:
Yes