Residency/Fellowship Coordinator - Cardiovascular Medicine

Department:
SOM KC Cardiovascular Medicine

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GME Support
Position Title:
Residency/Fellowship Coordinator - Cardiovascular Medicine
Job Family Group:
Professional Staff
Job Description Summary:
The Residency/Fellowship Coordinator is the lead administrative person who manages the day-to-day operations of the ACGME program in collaboration with the Program Director, Program Administrator, Associate Program Directors, Chief Residents and other program leadership as well as the GME Office to ensure compliance with all ACGME and Institutional policies and regulations.
The coordinator is an instrumental member of the program leadership team, that is essential for maintaining the accreditation status. The residency/fellowship coordinator is responsible for a wide range of administrative responsibilities including but not limited to recruitment, compliance, onboarding, offboarding, educational support, event planning and scheduling. The position is essential in training program operations and is a primary resource for learners, faculty and administrative staff.
Job Description:

Required Qualifications

Education: Bachelor's degree in business administration or related field. A combination of education and relevant work experience may substituted for degree on a year for year basis.

Work Experience: At least 2 years of relevant experience required.

Preferred Qualifications

Work Experience:  

• Five years’ experience in an academic setting.

• Knowledge of medical terminology and residency programs.

• Experience in ERAS, ACGME, MedHub, C-TAGME, Workday, and Qgenda.

• Experience in Microsoft Office Suite, relational database system (MedHub), and building reports and presentations.

Skills:

• Self-motivated and adaptable individual who can provide coverage in other divisions as needed.

• Initiative and ability to work both independently and as a member of a team.

• Strong organizational skills and self-discipline with the ability to work on multiple ongoing projects simultaneously and meet deadlines.

• Exemplary written and verbal communication skills and professional demeanor.

• Excellent record-keeping skills, office organizational skills, and demonstrated computer proficiency.

• Ability to maintain strict protocols of confidential and/or sensitive information.

Job Duties Outlined

Accreditation 

• Manage the annual Program Evaluation and Clinical Competency Committees meetings including the scheduling, material distribution, reporting and tracking of action items from meetings as well as recording attendance and minutes.

• Ensure required reports are submitted to the GME and ACGME by the required deadlines.

• Review the Annual Web ads and update program information prior to the program director, collecting and updating faculty and trainee information and ensuring all recommended changes have been incorporated by the deadline.

• Submit requested accreditation related data to the GME, ACGME or institution as requested.

• Ensure that any program changes requiring GMEC approval are documented and submitted to the GME office.

Recruitment

• Manage recruitment activities for the program.

• Work with program director to update and prepare information for interested applicants.

• Review and distribute information regarding applicants.

• Arrange all interview day logistics including confirming acceptance of appts for both interviewees and interviewers.

• Distribute interview day packets to both groups, post surveys and follow up information.

• Organize materials and meetings necessary for ranking and matching residents.

• Work with program director to update NRMP match information (or equivalent system) and enter rank list.

Onboarding

• Communicate with incoming residents on important dates and events regarding their new appointment.

• Oversee all activities for incoming residents each year, including licensing, certifications, purchasing of needed equipment and arrangement of workspace.

• Work with the GME office and matched residents to ensure timely submission of all documents including agreements.

• Organize the “in program” schedule and welcome events to align with GME orientation.

Schedules/Rotations

• Direct the chief fellows to provide the master rotation schedule by the communicated deadline. 

• Obtain approval by the GMEC for any rotation changes regarding duration, location or educational rationale.

• Work with program director and other residency coordinators to develop rotation schedules for residents which meet curriculum requirements of the RRC and ACGME.

Evaluations

• Manage active evaluations through regular review for compliance and accuracy of the evaluation tool in accordance with ACGME requirements.

• Responsible for coordinating evaluation review and delivery process of the residents and teaching faculty.

• Schedule semi-annual evaluations and preparation of necessary paperwork; send calendar appointments; send reminders of appointments; prepare forms/reports for program advisors; file necessary forms in resident training file.

• Prepare aggregate faculty evaluations by trainees and distribute the evaluations to
  the program leadership as needed.

Conferences

• Manage daily conference administration and logistics, as necessary: order/setup of food, setup conference sign-in/EEDs information, assist speaker with AV needs, load presentation.

• Assist with weekly Grand Rounds administration, as necessary: send calendar invite, record conference, monitor virtual attendance and save screenshot for EEDs documentation, confirm attendance in EEDs, submit final virtual attendance document to executive assistant.

Compliance/Testing

• Direct fellows to record accurate leave times are recorded in MedHub and Workday along with any necessary paperwork required. 

• Manage the preparation and administering of In Training exams.

• Administer operating details of educational programs. Handle correspondence from agencies requesting verification of residency, provide the Dean's office with resident information, compile data, maintain and regulate access to resident's files.

• Manage the program budget – processing reimbursements, travel, purchasing and repair/maintenance requests.

• Acquire either notary or University seal when required. Process archival of

dated resident training files (catalog electronic file, prepare for offsite storage). Maintain

resident training files. File appropriate documents.

• Ensure that the PLAs are updated. signed and stored in program's information files.

Reports and Presentations

• Work with chair, program director, and other residency coordinators to prepare reports and complete surveys about the residency program requested from the University.

• Assist in the preparation of documents for RRC.

Graduating/Alumni

• Plan graduation activities with program director and coordinate the logistics of events with the planning team. (Gifts, food, speakers, location, guests, etc.)

• Ensure graduating trainees complete task list transition items including forwarding information.

• Complete documents for former residents. Submit forms for certificates, verifications from hospitals and insurance companies and answering surveys and questionnaires regarding former residents.

• Conduct alumni surveys as needed.

• Engage alumni in program events and information as appropriate. 

Other Duties

• Management of Faculty information and data as needed.

• Website updates.

• Event planning for the program as needed (resident social events, welcome events, research and speaker events).

• Perform other duties necessary for the residency program as requested.

• Plan GME and Coordinator Council Training events and meetings as required.

• Complete visiting trainee requests and documentation.

• Coordinate rotations for MS4 students in the MED910 Clinical Cardiology Elective.

Required Documents:

• Resume/CV

• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus nine paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:
Regular
Time Type:
Full time
Rate Type:
Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:
$26.13 - $39.20

Minimum

$26.13

Midpoint

$32.67

Maximum

$39.20