GME - Residency Program Coordinator, Internal Medicine - East Bay

Organization:

ABSMC-Alta Bates Summit Med Center

Position Overview:

Under the direct supervision of the GME Manager, the coordinator is responsible for providing administrative support to the residency/ fellowship program(s), which may include multiple subspecialties. Assists with the daily operations and logistics for the program(s) ensuring orderly and timely workflow. Ensures complete and accurate documentation and record retention of the residents/fellows. The Program Coordinator additionally will interact with faculty, residents, fellow(s), medical students and institutional and regulatory administrative offices as directed by the GME Program Manager.

Job Description:

JOB ACCOUNTABILITIES:

• Coordinates the daily operations and logistics of the residency / fellowship program(s).

• Maintains accurate and timely information and provides training on the Residency Management Software, New Innovations.

• Plans and supports events, including MATCH season, orientation, graduation, welcome party, program retreats, workshops, etc.

• Schedules didactic conferences and lectures, including reminding guest speakers, sending evaluations, and reporting back to faculty and the Program Director.

• Coordinates and schedules unique clinical rotations for residents by coordinating with multiple outside clinicians in addition to scheduling continuity clinic, subspecialty clinics, on-call schedules, and Knowledge Self-Assessment modules using New Innovations software.

• Assists Core Faculty with scheduling the weekly didactic conferences. May assist with agenda preparation (scanning, printing, and/or copying documents), conference set-up, and conference catering.

• Schedules and coordinates applicant interviews for the residency program and assists program leadership in interview and MATCH process.

• Attends program meetings (Faculty meeting, resident-faculty meeting, and annual program review meeting)

• Coordinates resident onboarding as part of the medical staff including orientation, tracking required institutional training, and assisting residents with IT and EHR access.

• In conjunction with the Program Director, determines the educational needs for the residents and collates their feedback and evaluations to demonstrates their longitudinal progress along with the Milestones.

• Administers evaluations of trainees, core faculty, teaching physicians, and annual program events and create reports for Graduate Medical Education Committee (GMEC), Annual Program Review (APR), Clinical Competency Committee (CCC), and Program Evaluation Committee (PEC).

• Coordinates, registers, and schedules inpatient and outpatient medical student rotations. May accept and pre-screen applications, send correspondence to medical students, prepare welcome packets, request hospital badge, and network access. May assist Directors with collecting final clerkship rotation grades and submitting final grades to medical schools.

• Provides support for program faculty meetings, including creating, sending, and printing agendas and attachments, as well as taking minutes.

• Serves as the liaison for program affiliation agreements, including resident rotations/one-day-off elections, medical student clerkships, teaching availability, and volunteer attending PLAs.

• Assists Program Directors with policy handbook updates and communicates as required to SRMC Medical Staff Office, consistent with ACGME Institutional, Common, and specialty-specific requirements.

• Handles registration fees for ITE exam, as well as reimbursements for residents and faculty.

• Coordinates and schedules annual health screenings (flu vaccination, TB screening, and fit-mask screenings), annual certification sessions (ALSO, ACLS, BLS), annual continuum workshop, annual new resident orientation, and annual medical licensing workshop.

  Performs a variety of general administrative duties specific to the needs of the department and GME program.

• Tracks resident and faculty involvement in research and quality improvement projects.

• Updates curriculum checklist in shared drive and New Innovations.

• Creates and updates master schedule every academic year.

• Maintains confidential resident and faculty files, including but not limited to, physician licenses, certifications, and credentialing records.

• NRMP and ERAS set up and administration.

• Coordinates department education conferences, physician-trainee workshops, and helps facilitate all major projects within the residency program including graduation, retreats, orientation, and continuum.

• Serves as liaison between program directors, program manager, clinic manager, residents, chief residents, and faculty.

• Other duties as assigned.

EDUCATION:
Equivalent experience will be accepted in lieu of the required degree or diploma.

Bachelor's: a related field or equivalent education/experience


TYPICAL EXPERIENCE:
2 years of recent relevant experience.

SKILLS AND KNOWLEDGE:
Knowledge of current medical licensure requirements, immigration policies, ACGME accreditation and institutional requirements.

Knowledge of clinical programs, hospital services and community services.

Knowledge of child and adolescent psychology.

Knowledge of brief interventions/solution focused therapy.

Experience in interviewing, evaluation and recruiting health professionals.



PHYSICAL ACTIVITIES AND REQUIREMENTS:
See required physical demands, mental components, visual activities & working conditions at the following link: Job Requirements

Job Shift:

Day/Evening

Schedule:

Full Time

Shift Hours:

8

Days of the Week:

Monday - Friday

Weekend Requirements:

As Needed

Benefits:

Yes

Unions:

No

Position Status:

Non-Exempt

Weekly Hours:

40

Employee Status:

Regular

Number of Openings:

1

Sutter Health is an equal opportunity employer EOE/M/F/Disability/Veterans.

Pay Range is $36.15 to $52.42 / hour

Qualified applicants with arrest and conviction records will be considered for employment. Applicants for specific positions are still required to disclose certain convictions during the application process, and those convictions may also be considered in determining eligibility for employment in accordance with applicable law.

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