What are the responsibilities and job description for the Residency Program Coordinator position at Gracelight Community Health?
RESIDENCY PROGRAM COORDINATORSUMMARY : The Residency Administrative Program Coordinator will provide comprehensiveadministrative support to the Residency Program Leadership. Under supervision ofthe Program Director, the Program Coordinator performs a variety of administrativeand secretarial duties to support the Program, Program Leadership, Faculty, andResidents.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 incoordination with Program Director to ensure that all responsibilities arecarried 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 internaland 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 mainpoint of contact with vendor, stays abreast of software features, trains newusers, and assists existing users.7. Manages all general administrative aspects related to the residency program,including but not limited to equipment and supply procurement; expense,invoice and timecard approvals; overall recordkeeping; meeting, travel,registrations, transportation and event coordination; in-meeting support,minute taking and follow-up tracking; ongoing upkeep of resident and facultyschedules.8. Assists in writing, submitting and maintaining program related grants.9. Maintains and updates activity and expense records; gathers data and draftsnarrative reports for quarterly internal and external submissions.10. Organizes and maintains an electronic filing system for the residency programand facilitates retrieval of information.11. Under the supervision of the Residency Program Leadership, creates, edits,and publishes 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 oftracking systems, facilitates reminders and issues timely communication toincumbents.13. Acts as communication liaison between the Residency Program Leadershipand other Gracelight staff.14. Acts as communication liaison between Gracelight's Residency Leadershipand external residency partners.15. Coordinates program conferences, interviews, tours, annual discussions, andmid-year / annual evaluations.16. Coordinates semi-annual meetings with residents, regular advisor / adviseemeetings, program evaluation meetings, graduate exit interviews, post CCCmeetings, GMEC meetings, and any other residency program related meetingor event and maintains pertaining meeting records.17. Maintains confidentiality on all verbal and written communication generatedby the Residency Program Leadership and ensures effective transmission ofinformation.18. Participates in ongoing quality improvement activities related to individual,team, and organizational performance improvement.19. Ability to travel between Gracelight sites and / or external partnership sites maybe required.20. Manages preceptorship coordination, onboarding and credentialing forresidents and non-residents, such as medical and nursing students, and relayto appropriate parties, training coordination, equipment procurement, andrecord keeping.21. Complies with organizational policies and procedures.22. Must be willing and able to work at all locations as needed to meet patientcare needs.23. Performs assignments from Gracelight Executive Leadership.24. Performs all other duties as assigned, some of which may be outside ofbusiness hours and / or on weekends.QUALIFICATIONS : To perform this job successfully, an individual must be able to perform eachessential duty satisfactorily. The requirements listed below are representative of theknowledge, skill, and ability required. Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions.EDUCATION / EXPERIENCE : 1. Bachelor's degree in teaching and / or business administration or related areaand / or equivalent combination of education and demonstrated experience.2. Minimum of 2 years of administrative experience, preferably in a health care / educational setting.3. Able to demonstrate proficiency in desktop applications, such as MicrosoftExcel, Power Point, Word, Outlook, Teams, SharePoint, Office Suite; AdobeAcrobat; online platforms, and standard contemporary office practices.4. Familiarity and / or competence in the use of scheduling software is highlypreferred.5. Demonstrates organizational skills to a high degree and strong follow-throughskills.6. Ability to communicate clearly and effectively with team members at all levelsboth orally and in writing.7. Valid California driver's license with current automobile insurance.PREFERRED : Previous residency program coordination experience.Project management skills.LANGUAGE SKILLS : Ability to read and interpret documents, such as policies and procedures, benefitsinformation, benefit surveys, board minutes, routine mail, simple contracts, andprocedure manuals. Ability to compose routine reports and correspondence. Abilityto speak effectively with employees, visitors and management.MATHEMATICAL SKILLS : Ability to calculate figures and amounts such as discounts, interest, commissions,proportions, percentages, and the ability to apply concepts of basic algebra andgeometry.OTHER SKILLS AND ABILITIES : 1. Demonstrates ability and flexibility to work in other areas of the organizationas needed.2. Adheres to company's policies and procedures.3. Demonstrates knowledge of current compliance standards for federal, stateand local regulatory agencies.4. Maintains and promotes a safe work environment.5. Demonstrates excellent communication skills, both oral and written.6. Displays positive outlook on the job and promotes professional behavioralways.7. Diplomacy skills to work effectively in politically sensitive situations.8. Demonstrated ability to build the trust and respect of patients, staff,colleagues, and other external contacts.9. Excellent problem-solving skills required, including creativity, resourcefulness,timeliness, and technical knowledge related to analyzing and resolvingmedical problems.10. Sensitivity to needs of culturally and linguistically diverse patient andemployee population.
