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Job Summary: The Residency Program Coordinator is responsible for the operational management of the accredited residency training program, under the oversight and direction from the Director of Graduate Medical Education (DGME) and the Program Director (PD). The Residency Program Coordinator acts as the central coordinator between physicians, residents, medical students, other institutional departments, and regulatory authorities. The Residency Program Coordinator is responsible for the administration of day-to-day operations of the residency program. This role will serve as a key liaison between the resident learners, faculty, healthcare system Associates and the regulatory bodies. They will be a key member of the residency team, ensuring regulatory compliance with the requirements of the Accreditation Council of Graduate Medical Education (ACGME) and other regulatory boards and agencies, as applicable. The Residency Program Coordinator acts as the central coordinator between physicians, residents, medical students, other institutional departments, and regulatory authorities.
Essential Functions & Responsibilities:
Coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program's curriculum and adhere to ACGME requirements.
Establishes relationships and acts as a liaison between residents, internal departments, and healthcare system administration as needed
Oversees department-level resident orientation. Coordinates with internal departments and other specialties regarding resident orientation and rotations.
Provides support and meets regularly with the DGME, PD and Core Faculty concerning program activities, office management issues and the status of projects.
May assist in program-level policy development
Manages materials for specialty-specific resident exams and may assist with proctoring exams.
Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Maintains databases with resident and faculty data, including Med Hub.
Manages the evaluative processes of the residents, program, faculty, and rotations.
Ensures that confidential files and records of current residents and graduates are maintained.
Maintains databases with resident and faculty data, including the Residency Management Software.
Develops, distributes, and manages call schedule to include finding last minute coverage.
Provides administration support to the residents/fellows/interns, students, program director and associate program directors
Provides guidance to residents/fellows on program and GME policies and non-clinical aspects of the program
Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
Tracks and processes initial paperwork for visa requests, in conjunction with the Registrar and International Office.
Tracks, documents, and reports on educational activities for residents, for the purpose of meeting board certification requirements, meeting program accreditation requirements, and complying with the policies and procedures of the Graduate Medical Education programs.
Assists in the preparation of letters of recommendation for graduates.
Effectively utilizes interpersonal communication skills and responds to office and telephone inquiries.
Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications, and other such media. Creates/edits annual publications regarding the program. Maintains program's website.
Performs all match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. Assists with quota review and rank list entry and certification in National Residency Matching Program (NRMP), for applicable programs
Maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season for applicable programs
Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
Applies accrediting agency requirements to support compliance, including but not limited to ACGME, Joint Commission, hospital policies and other national accrediting agencies.
Develops understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements.
Enforces and works with GME leadership and residents to maintain compliance of all policies.
Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, duty hours, and initial and re-credentialing of residents.
Assists in the preparation for ACGME Site Visits and internal reviews.
Assists in monitoring residents' duty hours and operative/case experience via regular review of data reports.
Verifies residents' status and activities as needed.
Assesses equipment acquisition and training needs and makes recommendations to the PD. Orders equipment and supplies for the training program.
Assists in the annual residency program budget.
Works with PD, DGME to ensure accuracy of monthly budget.
Responsible for recurring purchase orders for the residency program, processing all check requests and paying bills associated with the program activities.
Other duties as assigned by PD, DGME and other organizational leaders.
High School Diploma or GED.
Minimum of 3 years of experience in office or program management required, preference given to healthcare experience.
Demonstrated ability to build successful relationships with business partners, providers, and leaders.
Critical thinking and analytical skills.
Microsoft Office proficiency, to include but not limited to Microsoft Word, Microsoft Outlook and Microsoft Excel.
Excellent written and verbal communication skills to include presenting to audiences in person and remote.
Demonstrated experience training Associates on processes, etc.
Ability to make decisions independently or to escalate issues as needed.
Experience supporting or managing Graduate Medical Education (GME).
As an EOE/AA employer, the organization will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.
A Not-for-Profit Regional Healthcare System Dedicated to Excellence. From our humble beginnings in Fredericksburg, Virginia as an eight-room hospital to our modern not-for-profit regional system, Mary Washington Healthcare has seen enormous growth and development in the past 100 years. Today, we are made up of two hospitals and 28 healthcare facilities and wellness services. Community leaders volunteer on our Board of Trustees in order to guide the continued growth and direction of our health care system.