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About the Role

The Academic Program Coordinator is responsible for the complete coordination and administrative activities for medical students, residency, and/or fellowship programs in assigned department. They will help to establish the administrative and office management systems for the department and underlying office and functional units. Coordinate all department program activities and independently provides complete administrative support which may include, but not be limited to, recruitment, onboarding, orientation, curriculum, rotation schedule, clinical supervision, personnel management and development, evaluation process, conferences, call schedules and maintains personnel and evaluation records.

Primary Duties and Responsibilities

• Administers all aspects of the recruitment process. This process may include, but not be limited to, the National Residency Matching Program, coordinating open house events and interviews, coordinating the publication of the department recruitment brochures and the open house interview process.
• Coordinates and implements activities related to obtaining privileging and committee approvals, orientations, verifies prerequisite training, generates documentation for rotations to other hospitals. Supports and interacts with medical schools in processing primary source verifications.
• Coordinates orientation and onboarding and ensures all equipment, access, and reimbursements are completed.
• Coordinates and organizes ACGME and/or accredited programs, including scheduled conferences, site visits, reporting, maintaining rotation, curriculum and schedules. Acts as liaison to and support for course directors. Coordinates speakers and supports for specialty weekly CME conferences, journal club and grand rounds. Generates honorariums and attendance reimbursement.
• Responds to and provides information requests from ACGME and other certifying agencies and institutions in a timely manner, including verification of training.
• Assists Program Director in Accreditation Review; assists and coordinates the process of performance evaluations and grades. Establishes and follows procedures and guidelines within the Program to maintain full accreditation.
• Assists with 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. Coordinates all aspects of ACGME site visit for re-accreditation.
• Communicates information including announcements, information bulletins, policies and procedures through department and with monitoring and follow-ups responsibility to ensure adherence to policy and reporting requirements.
• Schedules meetings, conferences, visiting lectures, and associated activities, including travel arrangements. Arranges meetings hosted by the Program Director, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided.
• Maintains files ensuring that appropriate licensing, certification and, if required, visa status documentation is in order and meets with regulations. Research, gather, compile, and organize information from the files, from ancillary departments/ offices, from outside agencies, etc., and prepare periodic reports, presentations, and verification material.
• Generates and maintains call schedules, yearly schedules, conference schedules, and rotator schedules. Coordinates residency conferences. Distributes information as needed.
• Monitors expenses and budgets for program, ensuring balances for purchases, payroll and travel purposes and preparing reports for the Finance Department. Assists with grant management and maintains any applicable stipends. Oversees financial aspects and prepares income-to-expenses spreadsheet.
• Serves as advisor regarding issues such as licensing, schedules, paramedical staff issues, loans, meetings, and travel.
• Facilitates the house staff evaluation process, which includes distribution, collection, logging in, and filing of evaluations.
• Develops and implements processing of externships, including remedial and elective rotations.
• Coordinates and acts as liaison with rotation sites for house staff rotations. Ensures that affiliation agreements and memorandums of understanding are current.
• Coordinates the annual scheduling and administration of medical specialty exam, including proctoring special cases, as well as other required annual exams. Maintains Course Description Forms and materials for didactic courses.

Requirements:

• High School Diploma/GED, required.
• 3 years of administrative experience supporting medical students, residency programs and residents, and/or fellowship programs.

Preferred:

• Training Administrators of Graduate Education (TAGME) certification.
• Bachelor's degree in Healthcare Administration and/or Business Administration.