Sr. Residency Program Coordinator

Job Profile Summary

A specialist level role that requires very advanced knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for non-routine situations and may be responsible for leading daily operations, and trains, delegates and reviews the work of lower level employees, and problems are typically difficult and non-routine but not complex.

Job Overview

Supports key administrative functions related to the GME office functions including licensing and contracting; monitoring duty hours and resident and faculty evaluation procedures; program letters of agreement and program financial agreements and internal review procedures and reporting for assigned programs.

Job Description

Minimum Qualifications:

1. Bachelor’s degree.
2. Two (2) years of related experience with ACGME institutions, state licensing regulations, American Specialty Board, and visa process through the United States Department.

1. Provides advanced user training in New Innovations to program coordinators and directors related to duty hours monitoring, setting up evaluations for faculty evaluation of resident, resident evaluation of faculty, resident evaluation of rotation and faculty evaluation of program.
2. Establishes effective monitoring systems for duty hour violations and follow-up with respective programs to establish effective mechanisms for corrective action and continued monitoring to ensure institutional compliance with ACGME standards.
3. Works proactively with programs to implement key measures related to the Next Accreditation System (NAS) to assist programs in establishing appropriate reporting structures in New Innovations.
4. Serves as an internal resource to develop other GME and program coordinators to super user level by effective teaching and assessment of user skill level and design teaching interventions specific to the audience level.
5. Designs and develops reporting and analysis tools for institutional preparation for CLER (Clinical Learning Environment Resources) visits.
6. Schedules and participates in conduct of internal review procedures as required by the ACGME, ensuring institutional compliance with required timeframes and documentation required by programs.
7. Works with Director to identify appropriate measures to correct institutional or program deficiencies cited by faculty or residents and establish appropriate communication channels to effect required changes.
8. Provides program coordinator support to specific programs in their domain, including processing of contracts, licensing, and evaluation of visa status for residents and house staff in assigned programs.
9. Monitors the preparation and processing of documents needed for a house officer to begin training, including licensure, malpractice insurance, visa application, payroll, fringe benefit enrollment, etc. Ensures documents are submitted in a timely manner prior to resident training program start.
10. Monitors and prepares program affiliation agreements with outside hospitals as appropriate to assigned programs and establishes effective communication procedures internally and externally to comply with project deadlines and ensure appropriate institutional cash flow.
11. Liaison to ECFMG, Board of Registration in Medicine, the ACGME and the NRMP program for assigned programs.
12. Acts as a liaison and advisor to those individuals in training or research. Assists them in matters relating to their stipends and benefits.
13. Maintains regular telephone interaction and correspondence to obtain materials for “rotating” House Staff, to verify previous training and to ensure accuracy of data and endorsements related to House Staff appointments for house officers from other institutions rotating at NEMC.
14. Provides orientation to House Staff trainees to facilitate a smooth transition into the Residency/Fellowship program.
15. Acts as a liaison between hospital and House Staff. Disseminates forms and information as required to assist in the administration of the Residency/Fellowship program.
16. Assists the Director of Medical Staff Services in special projects as needed.
17. Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.
18. Prepares and presents comprehensive reports.
19. Develops forms, tables and other data tools in the applications that capture, report and consolidate metrics needed for institutional and program “report cards” as may be needed for CLER ACGME assessments.

Physical Requirements:

1. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending/descending stairs, and operating office equipment.
2. Frequently required to speak, hear, communicate, and exchange information.
3. Ability to see and read computer displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols.
4. Requires manual dexterity using fine hand manipulation to operate computer keyboard.

Skills & Abilities:

1. Advanced “super user” skills in New Innovations, in all suites and modules as they are deployed.
2. Effective teaching skills to communicate with a diverse audience effectively and with measurable outcomes of improved user understanding, as assessed by online and telephone surveys.
3. Strong administrative and communication skills to support communication with internal and external customers.
4. Ability to proactively identify issues, bring them to the appropriate attention of Director or Designated Institutional Official and trouble shoot effective resolution strategies.
5. Basic financial analytical skills needed to prepare and review institutional affiliation agreements and monitor budgeted FTE’s in assigned programs.
6. Effective interpersonal skills needed to inter effectively with the Director, other members of the house staff coordinator team, House Staff, department managers and chairman, program directors, and other external and internal customers.
7. Knowledge of computer software systems commonly used in GME offices, including developing expertise in New Innovations, Microsoft Office suite products, including Access, and Medical Staff Line).
8. Ability to prioritize, work on multiple projects simultaneously and complete assignments in a timely manner.
9. Ability to adapt to changes in accreditation standards, work assignments, policies, procedures and other situations that may alter or modify established workflow.

Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org.