Med Educ Prog Coordinator

Under supervision of the DME and Program Director, the Program Director, the Program Coordinator is responsible for the operational and financial management of the accredited/nonaccredited residency training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment. The Program Coordinator will continually assess and direct a wide range of programmatic issues including long-range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Responsibilities:

• Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects.

• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement.

• May assist in program- level policy development.

• Interprets and applies ACGME, other national accrediting agencies, and hospitals policies to support compliance.

• Assist with resident and faculty research projects Coordinate CME certification of educational events

• Provides both administrative supervision and support to residents/interns.

• Acts as a liaison between residents and hospital administration when necessary.

• Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.

• Oversees department- level trainee orientation.

• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office.

• Tracks, reports and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re- credentialing of trainees.

• Manages materials for specialty- specific trainee exams and may assist with proctoring exams.

• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/ program systems.

• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.

• Maintains databases with resident and faculty data, including New Innovations (or like office management system).

• Experience with New Innovations desired.

• Manages the evaluative processes of the trainees, program, faculty, and rotations.

• Develops and distributes call schedule.

• Oversees all purchasing for the office/program.

• Assesses equipment acquisition and training needs, and makes recommendations to the Program Director.

• Orders equipment and supplies for the training office.

• Plans developmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program- related events.

• Organizes meetings and prepares and distributes materials for conferences and lectures.

• Develops brochures, invitations, and or advertisements for events/ lectures.

• Coordinates medical student rotations.

• Coordinates with MSOPI programming.

• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media.

• Creates/ edits annual publications regarding the program.

• Maintains program & website.

• In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.

• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals.

• In applicable programs, assists with quota review and rank list entry and certification in NRMP(National Residency Matching Program).

• Tracks and processes initial paperwork for visa requests, in conjunction with the Registrar and International Office.

• Verifies trainees& status and activities as needed.

• Assists in the preparation for ACGME Site Visits and internal reviews.

• Assists in monitoring residents' duty honors and operative/ case experience via regular review of data reports.

• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital departments.

• Tracks faculty development program and participation.

• Assists DME and PD in the process of faculty evaluation.

• Tracks CCC, PEC, GMAC meeting activity.

• Assists DME and PE in Annual Program Evaluation

• Performs other duties as assigned by the Program Director.

• Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.

• Excellent written and verbal communication skills.

• Ability to organize information.

• Ability to handle sensitive information with absolute confidentiality.

• Working knowledge of software applications including Microsoft Word, Excel and PowerPoint.

• Ability to make decisions independently or to escalate issues as needed.

Licensure, Certifications, and Clearances: UPMC is an Equal Opportunity Employer/Disability/Veteran