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Job Description

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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.

What are the 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.
• 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.
• Coordinates orientation and onboarding and ensures all equipment, access, and reimbursements are completed.
• Coordinate and organize ACGME and/or accredited programs, including regularly scheduled conferences, site visits, reporting, maintaining rotation, curriculum and schedules. Acts as liaison to and support for course directors. Coordinate speakers and support for specialty weekly CME conferences, journal club and grand rounds. Generate honorariums and attendance reimbursement.
• Respond to and provide information requests from ACGME and other certifying agencies and institutions in a timely manner, including verification of training.
• Assist Program Director in Accreditation Review; assist and coordinate the process of performance evaluations and grades. Establish and follow procedures and guidelines within the Program to maintain full accreditation.
• Assist 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. Coordinate all aspects of ACGME site visit for reaccreditation.
• Communicates information including announcements, information bulletins, policies and procedures through department and with monitoring and follow up responsibility to ensure adherence to policy and reporting requirements.
• Schedule meetings, conferences, visiting lectures, and associated activities, including travel arrangements. Arrange meetings hosted by the Program Director, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided.
• Maintain 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.
• Generate and maintain call schedules, yearly schedules, conference schedules, and rotator schedules. Coordinate residency conferences. Distribute information as needed.
• Monitor 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. Oversee financial aspects and prepares income-to-expenses spreadsheet.
• Serve as advisor regarding issues such as licensing, schedules, paramedical staff issues, loans, meetings, and travel.
• Facilitate the house staff evaluation process which includes distribution, collection, logging in, and filing of evaluations.
• Develop and implement processing of externships, including remedial and elective rotations.
• Coordinate and act as liaison with rotation sites for house staff rotations. Assure 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. Maintain Course Description Forms and materials for didactic courses.

Qualifications

Education, Experience & Skills Requirements:

• High School Diploma/GED required. Bachelor's Degree in Healthcare or Business related field preferred.
• Three (3) years of administrative experience supporting medical student, residency, and/or fellowship program(s) required.
• Training Administrators of Graduate Education (TAGME) preferred.