Residency Program Coordinator II

Residency Program Coordinator II


Job Summary:

The Residency Program Coordinator will manage the day-to-day operations of the Residency Training Program and serve as an important liaison with residents, faculty, and other staff members, GME and the ACGME. The Residency Program Coordinator is a member of the Program leadership team and is critical to the success of the program. As such, the Residency Program Coordinator must possess skills in leadership and personnel management. Residency Program Coordinator assists the program director in accreditation efforts, educational programming, and support of residents. Residency Program Coordinator is expected to develop unique knowledge of the ACGME and Program Requirements, policies, and procedures. Individuals serving in this role are recognized as ‘Program Coordinator' by the ACGME. This position supports CDU's mission of developing culturally competent medical professionals dedicated to eradicating health disparities in under-served communities, hallmarks of service excellence, and quality for all job responsibilities.

This position works primarily at CDU's clinical partner site, Kedren Health, and is not a remote position. Some telework may be authorized up to 4 days on-site and 1 day remote.

Duties include, but are not limited to the following:

Essential Duties and Responsibilities:

• Manages Residency Program operational activities and ensures residency program goals and objectives are accomplished.
• Liaisons with the Program Leadership on program evaluation, remediation of deficiencies, and development of "best practices" improvement to ensure compliance with accreditation standards.
• Consults with Program Director (PD) and advises on issues concerning resident selection, appointment, reappointment, and termination requirements and policies.
• Partners with PD and faculty to ensure efficient and effective residency candidate interview processes; advises resident-candidates on resident selection process.
• Assists PD in responding to and resolving resident issues and program administrative problems; aids PD in designing processes to address identified problems.
• Organizes residency program administrative workload, monitors status of work in progress, and keeps the PD informed of activity priorities and deadlines.
• Provides management support to residency program personnel (faculty, residents, & staff) by interpreting organizational and departmental policies, standards, operational procedures, and guidelines; supports PD in creating program-specific policies.
• Assists PD and faculty in the development of program curriculum, including integration and evaluation of core competencies into all educational activities.
• Monitors resident schedules to ensure resident and faculty compliance with ACGME work hours policies. Ensures timely logging of duty hours in New Innovations Residency Management System. Brings discrepancies to the attention of all affected parties for correction.
• Monitors and ensures accurate logging of residents' procedural, operative and patient care experiences. Brings deficiencies to the attention of PD and faculty for correction.
• Reports to GME staff (GME administrator, GME director & DIO); receives directions and support from GME staff to ensure effective functioning as the residency program coordinator and compliance with all program and sponsoring institutional requirements for continued accreditation.
• Under direction of the PD and GME staff composes confidential and substantive program correspondence.
• Under direction of the PD and GME staff, supports administrative planning of annual Community Health Rotation, orientation, and onboarding/off-boarding process.
• Serves as liaison between residency program and GME office as well as various agencies, organizations, and groups such as clinical partners. Prepares, distributes, and records a variety of documentation associated with program operations (outside rotations credentials, Program Letters of Agreement, etc.) under the supervision of the PD and the GME oversight.
• Manages computerized information systems related to collecting and storing program data, generating management reports and documentation. Designs plans for data gathering and analysis.
• Assures resident/fellow records are compliant with ACGME requirements.
• Monitors resident attendance and submits bi-weekly computerized payroll. Oversees all resident-related human resources functions including contracts, on-boarding functions, leave and disability documentation, promotion, and termination documentation.
• Maintains fund of knowledge related to changes and current trends within the specialty of the residency program, ACGME, and other related entities; applies current information to daily work routine; provides guidance to faculty regarding new information.
• Acts as liaison with Medical Board of California to ensure residents' timely acquisition of the California medical license and DEA (Drug Enforcement Authorization). Designs and implements processes to facilitate problematic licensure applications.
• Attends annual professional conferences to improve knowledge and skills in graduate medical education standards and best practices.
• Supports resident well-being. Under direction from the PD and GME staff, monitors work environment stress, and facilitates referrals to internal and external psychosocial support professionals.
• In collaboration with GME staff, completes purchasing and purchase requests for residency program and program personnel. Reviews monthly financial data, prepares and mark reimbursement vouchers, travel requests, capital requests, etc. Actively participates in all cost containment measures at the office/department level.

Other Duties and Responsibilities:

• Performs other duties as assigned.

Qualifications/Requirements:

EDUCATION:

• Bachelor Degree required or equivalent experience.
• T-AGME certification preferred, or education and training in graduate medical education.

EXPERIENCE:

• Two years administrative experience in graduate medical education (preferred), or healthcare administration, healthcare regulatory compliance, or academic medicine.

KNOWLEDGE/ABILITY/SKILLS:

• Detailed knowledge of the ACGME accreditation standards and processes, including core principals of graduate medical education.
• Experience in heavy volume project management.
• Understanding of human resources processes.
• Documented capacity for self-direction and independent functioning.
• Superior organizational and project management abilities.
• Strong working knowledge of Microsoft Word, Excel, PowerPoint.
• Facility in mastering new computer software programs.
• Effective communication and interpersonal skills.
• Excellent problem-solving and critical thinking abilities.

COMPLEXITY:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally required to work in confined space.

MENTAL DEMANDS:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. As a condition of enrollment and employment, students, faculty, and staff must comply with the current CDU COVID-19 requirements as described on the CDU COVID-19 webpage. Please visit the CDU Return to Campus website https://www.cdrewu.edu/covid-policy/ or email the Campus Nursing Office at nurseofficer@cdrewu.edu.

• Ability to work effectively with a diverse community.

Compensation:

• $66,560 - $70,000

Position Status:

• Full Time

Conditional Statement: The employment status of this position is classified as “Conditional”. Conditional employment means that the job exists contingent upon funding limitations of restricted funds or, the duration of a specific program, project, grant or contract. The duration of grant for this position is through June 30, 2024.

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement: Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local “Fair Chance” laws.


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