ACGME Program Coordinator

Summary of Position:  The ACGME Coordinator, under the oversight and direction from the Program Director, will be responsible for the operational and financial management of the Family Medicine residency training program.

The Coordinator will continuously assess and assist the Program Director with a wide range of tasks, inclusive of but not limited to recruiting trainees, developing and managing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees, as well as managing internal and external program relationships.

Primary Job Responsibilities: 

• Provides support and meets regularly with the Program Director concerning office management issues and activities inclusive of the status of projects. Works in collaboration with the Program Director, planning annual events including recruitment, orientation, graduation, faculty and resident retreats, as well as various meetings inclusive of program related events.

• Collaborates with Director of Medical Staff Affairs and Regulatory Readiness on the ACGME standards and other accrediting agencies to support hospital and program compliance. Assists in the preparation for ACGME site visits and internal or special reviews. Updates the ACGME residency materials in the ACGME Accreditation Data System (ADS)

• Provides administrative supervision and support to the residents, acting as a liaison, during resident recruitment, orientation, annual program Affiliation Agreements and external rotations as well as establishes relationships between residents and internal hospital staff, faculty and external entities as needed. Informs residents and trainees of department level orientation, interdepartmental policy changes and assistance with the GME office. Manages the evaluation process of the trainees, program, faculty and rotations. Develops an annual resident schedule.

• Works in collaboration with Program Director to assist and oversee match processes, including managing applicants and interview materials using the ERAS system, coordinating applicant interviews, managing and submitting the match list to ERAS, and corresponding with newly matched residents about requirements and processes for appointment to the hospital. (National Residency Matching Program).

• Fiscal Management: Prepares cost reports. Works in collaboration with the Program Director and Departmental leader and the Finance office to oversee a residency program budget, maintain monthly statements, and communicate this information to the Program Director monthly. Identifies and evaluates methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement.

• Maintains and updates resident information required by the American Board of Family Medicine (ABFM) and arranges for required annual ABFM in-training exams and the final certification exam. Tracks and reports licensing, annual contracts, and initial and Re-Credentialing of the residents.

• Tracks resident and faulty completion of residency requirements, such as completion of assigned materials, attendance at rotations and educational programs, completion of life support courses, completion of evaluations, and adherence to resident work-hour rules. Maintains databases with resident and faculty data. Tracks all initial paperwork, verifies trainees’ status and activities.
• Receives inquiries from residents and applicants and triage as necessary to others within the department or collaborating departments.

Minimum Qualifications: Bachelor's degree in related field required. Minimum two years’ experience developing and managing programs in an academic or healthcare setting. Experience in managing program budgets and financial performance required. Two years’ experience with educational programs, specifically medical student and/or resident training programs required.