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.

Requirements:

• High School Diploma/GED, required.
• 2 years of progressively responsible administrative or strategic support experience required.

Preferred:

• Bachelors degree in Healthcare, Business Administration, Management or related field, preferred.
• 2 years of organizational program or project coordination/support experience; utilizing program/project management and development procedures preferred.
• 2 years of experience in a graduate medical education (GME) environment preferred.

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