GME Institutional Coordinator

About City of Hope

City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.

Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope’s translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution. AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope’s specialized cancer expertise.

A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation’s “Best Hospitals” in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.

City of Hope’s commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work - and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

Assists the Department’s Sr. Manager and Institutional Administrator in the coordination of GME activities consistent with City of Hope’s philosophy, mission, vision and strategic plan.

This position provides direction and day-to-day management of educational and departmental activities to include administrative support to the Sr. GME Manager regarding residents, fellows, and medical students. Assists the GME department, program directors and coordinators with educational coordination between attending physicians, residents, medical students and institutional and regulatory administrative offices. Responsible for the coordination and organization of Accredited and non-accredited Graduate Medical Education Programs and subspecialty Fellowship Programs.

Responsibilities include but are not limited to: Coordination of GME activities for assigned Department/Committee meetings; assists with on boarding of clinical trainees as assigned; responsible for relevant, ongoing, and focused ACGME and non-ACGME program requirements and activities; and acts as liaison between the Medical Staff, Graduate Medical Education Committee (GMEC), and the individual training programs.

Key Responsibilities include:

• Coordinates GME activities for assigned Department/Committee meetings and acts as liaison between the Medical Staff, GMEC, and the individual training programs.

• Attends meetings of the organized GMEC for the purpose of providing accurate documentation of meetings, as recorded, and acts as a resource of information concerning medical staff issues.
• Assist in preparation of department commencement and orientation as well as any requested monthly/quarterly Department/Committee meetings and related GME events.

• Responsible for review and updating information regarding ACGME regulatory affairs monitoring, records, and accreditation materials in accordance with ACGME guidelines and other regulatory bodies.
• Manage all aspects of medical student, resident and fellow rotators. Will serve as a liaison between outside institutions and the GME Office.

• Follows through on all Department, Division and Committee recommendations and correspondence in a timely manner and channels communication between GME meetings.

• Maintains close communication with Medical Staff Officers, Program Directors/Coordinators, Chairs and Chiefs to ensure expeditious follow-through with Department/Division and Committee meeting actions and changes in policies.
• Generates GME reports as requested (e.g., rosters, lists of trainees, visitors, etc).
• Maintains current knowledge and interpretation of recommendations and standards by ACGME, AMA, State, and other regulatory agency standards.

• Maintains close communication with CME and training programs in the coordination of educational, multidisciplinary, and collaborative activities.

• In the absence of the Sr. Manager or Institutional Administrator, oversees the daily functions of the Department.

• Prepares for the GMEC report of rotators and medical students, as reviewed by the GMEC, as applicable.

• Assists Sr. GME Manager with updates, correspondence, and maintain active Program Letter of Agreements (PLAs) with affiliate institutions.

• Responsible for follow-through of ACGME requirements for the institution and Department/Division training programs.

• Works closely with the medical Staff Office and HR during entrance, credentialing/re-credentialing/privileging, and exiting of clinical trainees, rotators, and medical students as assigned.

• Handles telephone calls; exercises judgment as to the urgency or other nature of the calls; directs calls to appropriate personnel.
• Maintains reviews of privilege delineation forms per current departmental policy.
• Responsible for tracking and monitoring of proctoring requirements.
• Coordinates and completes the application process for the House Staff, i.e. students, residents, fellows, and monitors Affiliation Agreements, as applicable.

Basic education, experience and skills required for consideration:

• Bachelor’s degree preferred.
• Experience may substitute for educational requirements.
• 3 years experience in medical or academic setting.

Required Courses/Training:

• Courses in medical terminology, business English, English Composition, typing.

Required Certification/Licensure:

• C-TAGME or must obtain certification within 3 years of employment.

Additional Information:

• As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.