Description

SUMMARY:

The Residency Administrative Program Coordinator will provide comprehensive administrative support to the Residency Program Leadership. Under supervision of the Program Director, the Program Coordinator performs a variety of administrative and secretarial duties to support the Program, Program Leadership, Faculty, and Residents.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

1. Supports and implements the organization’s vision, mission, and value.
2. Determines priorities and method of completing daily workload in coordination with Program Director to ensure that all responsibilities are carried out in a timely manner.
3. Performs all job functions in a professional and courteous manner.
4. Represents the residency program as the first point of contact with internal and external stakeholders.
5. Stays abreast of residency program best practices by accrediting institutions; attends meetings, webinars, and in-person conferences as required.
6. Completes admin-user training on residency program software, acts as main point of contact with vendor, stays abreast of software features, trains new users, and assists existing users.
7. Manages all administrative aspects related to the residency program.
8. Assists in writing, submitting and maintaining program related grants.
9. Maintains and updates activity and expense records; gathers data and drafts narrative reports for quarterly internal and external submissions.
10. Organizes and maintains an electronic filing system for the residency program and facilitates retrieval of information.
11. Creates and edits a variety of documents, agendas, reports, minutes, spreadsheets, tables, graphs, visual organizers, presentations, and surveys, among others.
12. Maintains the residency program master calendar, manages a variety of tracking systems, facilitates reminders and issues timely communication to incumbents.
13. Coordinates program conferences, interviews, tours, annual discussions, and mid-year/annual evaluations.
14. Coordinates semi-annual meetings with residents, regular advisor/advisee meetings, program evaluation meetings, graduate exit interviews, post clinical competency committee meetings, GMEC meetings, and any other residency program related meeting or event and maintains pertaining meeting records.
15. Maintains confidentiality on all verbal and written communication and ensures effective transmission of information.
16. Participates in ongoing quality improvement activities related to individual, team, and organizational performance improvement.
17. Travels between Gracelight sites and/or external partnership sites as needed.
18. Complies with organizational policies and procedures.
19. Must be willing and able to work at all locations as needed to meet patient care needs.
20. Performs all other duties as assigned, some of which may be outside of business hours and/or on weekends.

Qualifications

QUALIFICATIONS, SKILLS & ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Bachelor’s degree in teaching, business administration, or a related field, OR an equivalent combination of education and demonstrated administrative experience.
2. Minimum of 2 years of administrative experience, preferably in a health care / educational setting.
3. Proficiency in contemporary office practices and desktop applications, including Microsoft Office Suite (Excel PowerPoint, Word, Outlook, Teams, SharePoint), Adobe Acrobat, Online platforms and scheduling software.
4. Exceptional organizational and follow-through skills.
5. Strong written and verbal communication skills, with the ability to interact effectively with team members at all levels.
6. Experience coordinating a residency program preferred.
7. Project management skills, including the ability to manage multiple tasks and deadlines efficiently.
8. Excellent problem-solving skills required, including creativity, resourcefulness, timeliness, and technical knowledge related to analyzing and resolving problems.
9. Sensitivity to needs of culturally and linguistically diverse patient and employee population.

PHYSICAL, ENVIRONMENTAL, AND MENTAL REQUIREMENTS:

The physical, environmental, and mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical:  While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or sit. The employee is occasionally required to push/pull objects up to 50 lbs, and to lift/carry objects up to 25 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc. The employee is occasionally required to ascend and descend stairs. Specific vision abilities required by the job include close vision, color vision, and ability to adjust focus.
• Sensory:  The employee is frequently required to read documents, written reports, and plans. Ability to compose routine reports and correspondence. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with staff, etc. Must be able to speak clearly and understand/be understood using the English language.
• Cognitive:  The employee is frequently required to concentrate on moderate detail with constant interruption. Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of several days. Must be able to analyze advanced information, problems, situations, practices, or procedures. Must be able to analyze complex technical data using qualitative and quantitative sources of information to formulate logical and objective conclusions and to recognize alternatives and their implications. Must be able to carry out instructions delivered in written, oral or in other daily situations that arise and deal with problems involving several concrete variables in standardized situations.
• Environmental:  Frequent exposure to varied office and mixed (health center/office) environments. Occasional exposure to toxins and poisonous substances, dust, and loud noises.

SPECIAL REQUIREMENTS:

• Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Gracelight practices.
• This position requires the ability to travel between sites for business purposes. Employees must be able to reliably fulfill this travel requirement within the designated work hours.
• A personal cell phone with reliable service and a data plan to use for business purposes.
• While not initially required, the candidate may be required to obtain and maintain First Aid and CPR certification.

Salary : $73,840 - $92,509