GME program coordinator

Psychiatry Residency Program Coordinator

Position Summary

The Program Director (PC), in conjunction with the Department Chair and Program Director, shares in the implementation and compliance of all aspects of the management and administration of the residency program, under the direct oversight of the Program Director.

MAJOR RESPONSIBILITIES Of The Program Director

The Residency Program Coordinator may perform duties including but not limited to the administration and management of the program as well as planning and coordinating academic, operational, and financial activities of the residency program; assist in the development, implementation and ongoing compliance with the program’s goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues. Other duties and activities may include:

• Fluent knowledge of current rules, regulations, and institutional requirements.
• Develop a detailed knowledge and independent use of residency data bases to enhance residency program and department efficiency. Train personnel in use of such programs as required. Annually update the databases including ACGME (ADS), ACGME National Census, BreEZe, ERAS, E
• Value, NPI, ABPN preCert, as well as any additional data bases specific to region or institution.
• Participate in the creation, design and publishing of all recruitment / marketing material sent to prospective residents. Independent development of detailed knowledge of and the capability to disseminate thorough information regarding requirements of the NRMP. Screen applicants for the purpose of interviewing in the program. Organize the annual recruitment of residents within the requirements of the program screening. Develop a detailed knowledge and use of the ERAS national database for resident recruitment.
• Coordinate and administer national specialty board examinations and in-service examinations.
• Share responsibility for management of residency program consisting of an approved number of residents through appropriate utilization of resources and delegation of responsibilities.
• Provide management assistance to the Program Director, other faculty, residents, and other departmental staff by contributing clarification of organizational and departmental policies, standards, operational procedures, and guidelines. Provide leadership and guidance in conjunction with the Chair for the overall operation of the Residency Program.
• Assist in the management of program operational activities. Ensure that educational goals and objectives are defined, disseminated, and met as directed by the academic curriculum.
• Ensure program compliance with the ACGME Residency Review Committee common and specialty requirements, ABPN, NRMP, institutional and other regulatory requirements in order to ensure continued program accreditation.
• Represent the program on required hospital, institutional, national committees.
• Participate in the institutional GME Committee.
• Manage the monthly rotation, quarterly, semi-annual and annual evaluations process of all residents, faculty and program directly involved with resident education.
• Enhance resident satisfaction and morale.
• Manage and maintain the confidential records of residents in anticipation of various audits, accreditations, and future hospital credentialing for program graduates.
• In conjunction with the Program Director, design and administer the program’s educational curriculum and compile necessary data for continuous quality improvement and accreditation.
• Develop new procedures and forms in response to new or revised policies issued by governing agencies, institution, or program director.
• Ensure resident education and compliance with national, hospital, departmental and program policies.
• Communicate with residents and the department leadership regarding departmental and program activities.
• Prepare and disseminate to all parties departmental and residency program information for meetings as well as updates of policies on a regular basis.
• Manage the program’s budget and approve all expenses. Act as purchasing agent for all materials (books, CD’s, DVD’s, etc.) for the program at the discretion of the program director.
• Organize meetings and activities as required and prepare all meeting packets and agendas.
• Collaborate with other departments to ensure the continued quality of resident education.
• Maintain resident attendance, meeting attendance, conference (national and regional) attendance, didactic attendance to ensure quality education and adherence to educational requirements.
  
  
  

QUALIFICATIONS, SKILLS AND EXPERIENCE:

• Minimum of 2 years of office administration experience, preferably in a healthcare and/or education setting.
• Must be highly organized, persistent, and able to execute assigned tasks independently with minimal supervision.
• Strong and effective communication skills, written and verbal, is required.
• Strong ability to handle multiple demands and / or manage complex and competing priorities.
• Strong ability to work within tight timeframes and meet strict deadlines.
• Ability to demonstrate time management and priority setting skills.
• Experience in dealing with a wide variety of divisions and departments.
• Ability to use software applications and operate technological devices.
• Strong analytical, technical, problem solving, and critical thinking skills.
• Working Title: Residency Coordinator - Psychiatry
• Department: Graduate Medical Education
• Position Type: Full-time
  
  
  

Physical Demand Analysis

• Physical Requirements:
  
  
  

Ability to negotiate physical environment with safety

• Visual Requirements:
  
  
  

Ability to translate and understand written communications and negotiate physical environment with safety.

• Hearing Requirements:
  
  
  

Ability to understand and translate auditory communications with safety

• Working Conditions:
  
  
  

Office working conditions: Normal

Patient Care Areas: With safety precautions

• Primarily an inside environment, well lighted and ventilated, consisting of one or more work areas.
• Must be able to handle a fluctuating caseload. Must be physically mobile to cover frequent trips to Nursing Units.
• Continuous work pace; active work environment with variable workload.
• Frequent contact with staff and public under a variety of circumstances. Requires ability to communicate clearly (in English) verbally and in writing for effective communication with other staff members, physicians, community members, employees and applicants of all socio-economic levels from a diverse cultural and ethnic population.
• Subject to many interruptions from multiple calls and inquiries and potentially emotional situations involving accidents, injuries, illness and/or death.
• Handles emergency/crisis situations in accordance with Medical Center policy.
• Requires normal and fine manual dexterity to effectively use equipment of various types and complexity.
• Requires near visual acuity and hearing acuity sufficient for effective job performance, such as reading reports, documents or computer screen and to understand and communicate with staff and public in person, by telephone, over loudspeakers or two-way radios.
• Answers phones or pages; may carry a beeper/pager, and/or use a two-way radio.
• Intermittent walking and/or standing. May have prolonged periods of standing or walking. May experience occasional prolonged sitting with limited physical movement.
• Frequent use of bilateral upper extremities and hands in forward reaching activities; occasional reaching and stretching at shoulder level and overhead. Occasional squatting, kneeling, climbing and/or bending.
• Occasional light lifting (from one to 25 pounds) to set up or move equipment and/or supplies and for short distance carrying.
• Local travel may be required.
  
  
  

AGE OF PATIENT POPULATION SERVED:

The person doing this job works closely with patients in the following age categories. Patients are treated with care and compassion and with special regard for age specific considerations.

Newborn (0-1 yr.)

Adult (16-64 yr.)

Newborn Through Geriatric

Pediatric (1-15 yr.)

Geriatric/Senior (64 yr.)

Adolescent (14-18 yr.)

No direct patient care contact