GME Academic Program Coordinator

Job Summary:

The GME Academic Program Coordinator is responsible for assisting with the duties and processes related to the operation of Medical Education in collaboration with the Manager and DIO of Medical Education.  This multifaceted role encompasses tracking and ensuring the completion of internal and external affiliation agreements, verifying the completeness of Program Letters of Agreement (PLAs) for ACGME compliance, procuring invoices from external institutions, managing the budget in conjunction with the finance department, and providing essential support for orientation, onboarding, and committee involvement.

Position Responsibilities:

Affiliation Agreements Management:

Responsible for developing, drafting and editing the execution of affiliation agreements to students, residents or fellows, ensuring that they align with the specific needs and requirements of Virtua Health and the GME programs to prevent compliance issues.

Maintain an understanding of institutional and regulatory requirements staying current with changes and updates to assist the GME office.

Act as a liaison, in collaboration with legal and the DIO on the negotiation process for affiliation agreements to resolve discrepancies and reach mutually beneficial terms.

Establish and maintain documentation and record-keeping procedures for all affiliation agreements.  Ensure accurate recording, filing and easy accessibility of all agreements for reference and compliance auditing purposes.

Financial Budgeting and Invoicing:

Assist the Manager of Medical Education with the coordination and preparation of a variety of financial reports, encompassing IRIS/Medicare cost reporting, Virtua GME funds utilization reports, and comprehensive documentation of Grants and/or Foundation monies.

Collaborate closely with finance department personnel and other relevant stakeholders in the organization to contribute actively to the budgeting processes.

Maintain an understanding and assist with expense tracking system, monitoring, documenting, and reporting on all financial transactions related to GME.

Oversee Purchase Orders (POs) pertaining to invoices from institutions for resident and fellow Full-Time Equivalents (FTEs). Ensure the accurate creation, tracking, and processing of these invoices in accordance with institutional policies. Prepare the GME financial portfolio for periodic audits.

Oversee invoicing processes for services provided to other institutions with accuracy and diligence, ensuring timely payments and compliance with regulations, collaborate with finance auditors during the audit process, addressing inquiries and providing requested documentation.

Onboarding and Orientation:

Assist with the onboarding and orientation of residents and fellows. Maintain records in New Innovations and the GME shared drive of resident and fellow credentialing and compliance.

Assist with the creation of the GME orientation, customized to meet the ACGME and Human Resources requirements of residents and fellows.

Annually assess the effectiveness of the onboarding and orientation programs by collecting feedback from residents, fellows, faculty and coordinators.

Establish clear and consistent communication channels with incoming GME residents and fellows. Provide them with all necessary information regarding orientation schedules, institutional expectations, and support services to facilitate a smooth transition.

Review and update onboarding and orientation processes to align with evolving regulations and industry standards.

Committee Support: 

Participate in at least one Institutional GME committee or subcommittee.

Assist with the operation of committee meetings by coordinating logistics, assisting with agenda preparation, and ensuring that all necessary materials are readily available.

Assist with data support to committees, including collecting relevant information.

Collaborate with committee members to execute initiatives and projects identified by the Institutional GME committees.

Assist in the creation and maintenance of committees as needed, ensuring they have clear objectives, contacts, and goals, including adherence to Accreditation Council for Graduate Medical Education (ACGME) committee requirements.

Policy and Procedure Compliance:

Assist with reviewing policies and procedures to ensure they align with current regulations, industry standards, and institutional requirements.

Collaborate with relevant stakeholders to make necessary updates or revisions to policies and procedures.

Maintain organized records of policy changes, revisions, and compliance efforts.

Assist with informing faculty, staff, and GME learners of the Institutional GME policies and procedures and any updates/corrections that occur.

Administrative:

Ensure the smooth organization of GMEC/UMEC meetings, including scheduling, booking meeting rooms, and coordinating with relevant parties to ensure all necessary materials and resources are available, including meals.

Assist in planning and executing Institutional GME teambuilding events Support residents/fellows who are moonlighting (working additional jobs outside GME) by helping them navigate any administrative requirements, such as tracking hours, managing schedules, or assisting with documentation as needed.

Position Qualifications Required:

Required Experience:

2-5 years of experience working in graduate medical education.

Exceptional organizational, professional and interpersonal skills.

Computer proficiency, including skills in MS Office, online data analyst and management.

Must be a self-starter exhibiting a high degree of Professionalism and the ability to work independently.

Excellent written and verbal communication skills.

Required Education:

Bachelor’s Degree in Health Science, Health Administration, or related field required