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Under the general direction of the Program Director, the Academic Program Coordinator is responsible for the complete coordination and administrative activities for medical student and residency/ fellowship programs in assigned department.

• Coordinate all department residency program activities and independently provides complete administrative support including, but not limited to, curriculum, rotation schedule, clinical supervision, personnel management and development, evaluation process, conferences, call schedules and maintains personnel and evaluation records.
• Administer the recruitment, application and interview and selection process. Coordinate the welcome orientation for new house staff and fellows; coordinate graduation activities and separation process for outgoing house staff.
• Coordinate special projects between Chairman/Program Director, faculty, residents and outside vendors.
• Coordinate all activities of the medical student program, including rotation with affiliated hospitals.

The position acts as a liaison between residents and fellows and residency programs at affiliated hospitals, health centers, and community physician practices, and applicable medical boards and ACGME and other certifying agencies. Follows and assures compliance with CSMC and outside agency rules and regulations. The Academic Program Coordinator must demonstrate initiative, resourcefulness and problem solving skills in organizing and prioritizing work. The position requires strong customer service and interpersonal skills to effectively work with physicians, administrators, vendors and coworkers. The Academic Program Coordinator may provide administrative support to the Program Director.

• Establish the administrative and office management systems for the department and underlying office and functional units. Is charged with responsibility for disseminating information including announcements, information bulletins, policies and procedures through department and with monitoring and followup responsibility to ensure adherence to policy and reporting requirements.
• Maintain personnel files for house officers, fellows and students ensuring that appropriate licensing, certification and, if required, visa status documentation is in order and meets with regulations. Generates residency verification material.
• Generate and maintain call schedules, yearly schedules and conference schedules, and rotator schedules. Coordinate residency conferences.
• Monitor expenses and budgets for residency program, ensuring balances for purchases, payroll and travel purposes and preparing reports for the Finance Department.
• Serve as advisor to residents, fellows and students, regarding issues such as licensing, schedules, paramedical staff issues, loans, meetings, and travel.
• Generate documents to provide specific equipment and materials for residents, including keys, pagers, office phone extension, PC requests, EISRs, check requests, requisitions for supplies, petty cash reimbursements, etc.
• Assist with grant management and maintains residency training grant stipends for residents. Oversee financial aspects of stipends, prepares income-to-expenses spreadsheet.
• Schedule meetings, makes travel arrangements. Arrange meetings hosted by the Director, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided.
• Establish and maintain filing system and database records for the office. Research, gather, compile and organize information from the files, from ancillary departments/ offices, from outside agencies, etc., and prepare periodic reports and new file and database systems on own initiative as required.
• Coordinate all payroll functions. Functions as SDAN for residents; schedules departmental competencies and training utilizing Lawson.

1. Administers all aspects of the recruitment process for interns, residents and fellows. This process includes coordinating open house events and interviews. Coordinate the publication of the department recruitment brochures and coordinate the open house interview process.
2. Prepare all materials for the National Residency Matching Program for the GME office.
3. Coordinate and implement activities related to obtaining privileging and committee approvals, orientations, verify prerequisite training, generate documentation for rotations to other hospitals. Support and interact with medical schools in processing primary source verifications.
4. Organize new housestaff orientation. Facilitate the housestaff evaluation process which includes distribution, collection, logging in, and filing of evaluations.

• Coordinate the accredited graduate medical education programs, including regularly scheduled conferences and special programs. Schedule instructors, cancel and/or reschedule lectures; acts as liaison to and support for course directors. Maintain rotation, curriculum and supervisory schedules. Coordinate speakers and support for specialty weekly CME conferences, journal club and grand rounds. Generate honorariums and attendance reimbursement.
• Coordinate the annual scheduling and administration of the American Board of xx (medical specialty) exam for residents, including proctoring special cases, as well as other required annual exams for (xxx specialty) residents and fellows.
• Maintain Course Description Forms and materials for didactic courses; confirm the requirements for each course director. Schedule conferences, visiting professor lectures and associated activities including meals as necessary. Prepare presentations and generate reports.
• Develop and implement processing of externships, including remedial and elective rotations.
• Coordinate and act as liaison with rotation sites for housestaff rotations. Assure that affiliation agreements and memorandums of understanding are current. Prepare and distribute monthly call schedule. Coordinate rotation for outside residents and medical students.
• Utilizes Residency Management Software for tracking rotation schedules, entering and maintaining demographics, evaluations, conferences and duty hours modules, and residency verification material.

• Respond to and provide information requests from ACGME, American Medical Association, American Board of xxx, California Medical Board and other certifying agencies in a timely manner.
• Establish and follow procedures and guidelines within the Program in accordance with the AB of xxx, Accreditation Counsel for Graduate Medical Education, American Medical Association and Residency Review Cmte to maintain full accreditation.
• Assist Program Director in Accreditation Review; assist and coordinate the process of performance evaluations and grades. Interact with supervisors and evaluators.
• Verify training of housestaff and compose correspondence verifying requested information. Verify training of previous housestaff and provide documentation to requesting institution.
• Assist with resident data collection and preparation of all program accreditation documents and internal review reports. Prepares reports for Board and Residency Review Cmte, and various accreditation agencies.
• Assure all data is maintained and current in all databases for the residency program which includes ACGME Web Accreditation Data System, ACGME Approved Resident Positions/ Annual Update/ PIFs. Coordinate all aspects of ACGME site visit for reaccreditation.
• Coordinate and organize the ACGME and AB accredited residency and fellowship programs. This includes preparation for the residency accreditation site visit, maintaining compliance with accreditation guidelines, maintaining appropriate reporting regarding accreditation matters, preparation of reports, and development of new procedures in response to new or revised policies.

Requirements:

• High School Diploma/GED required. Bachelor's Degree Healthcare or Business related field preferred.
• 3 years Administrative experience supporting medical student, residency, and/or fellowship program(s) required.