Program Coordinator I - Obstetrics and Gynecology

Overview:

WMed is recruiting for a Program Coordinator I. The program coordinator is an integral member of the program leadership team. The program coordinator provides administrative support to the Residency Program Director and assists the Manager, GME Program Support in the development, implementation and management of residency/fellowship program operations.

Responsibilities:

Recruiting and Marketing:

• In conjunction with the Program Director, designs and implements resident recruitment strategies and activities for the residency and/or fellowship programs.
• Assists in recruitment of faculty and staff
• Maintains department’s residency website information, determines content, and tailors the website message to best inform users.

Scheduling:

• Develops and/or manages faculty, resident, and medical student schedules including call, holiday coverage, rotation block schedules, vacations, inpatient coverage, clinic coverage, preceptor coverage, etc.
• Works with participating sites to secure rotations for residents and other learners.
• Coordinates medical student schedules with Curriculum Coordinator
• Approves/coordinates schedules for visiting students and residents
• Schedules program orientation/onboarding for faculty, residents and staff
• Assists Clerkship Director with administration of clerkship duties/requirements

Regulatory Compliance:

• Must develop specific knowledge of the ACGME program requirements, policies, and procedures as it pertains to the program being supported.
• Assists in residency ACGME/AOA accreditation processes, including compiling required statistics

• Develops and maintains resident and faculty evaluation systems
• In consultation with Program Director, determines the format, compiles the documents, and helps conduct the annual program evaluation and the Clinical Competency Committee. Monitors the list of action items throughout the year for compliance.

Record and Database Management:

• Coordinates information for the NRMP, FREIDA, ADs and other relevant databases
• Tracks residents milestones and reports milestones to ACGME via the ADs system semi-annually
• Uses the residency software management system, New Innovations, to track and review relevant program related information such as duty hours, resident evaluations, schedules, procedure logging, and conferences.
• Maintains resident files in accordance with WMed policy.

Program Management:

• Supervises and mentors program administrative assistant(s)
• Assists the Program Director in preparing and managing the annual department budget
• Assists the Manager, GME Program Support in creating and maintaining the calendar of WMed residency related due dates ensuring compliance of on-time completion
• Assists Program Director in writing and implementing department policies
• Serves as a resources to residents and faculty for WMed services and programs
• Serves on various departmental and/or liaison committees
• Assists the Manager, GME Program Support in creating and maintaining annual residency program coordinator/administrator work plan
• Attends monthly Program Coordinator/Administrator meeting
• Tracks/ensures completion of resident procedures and competencies required for graduation
• Ensures that unconfirmed procedures have been signed off
• Ensures that evaluation of residents are submitted by faculty
• Assists the Program Director with resident and staff conflict resolution
• Compiles and submits required departmental statistics and information to the Manager, GME Program Support
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• All other duties as assigned.

Qualifications:

EDUCATION AND/OR EXPERIENCE:

• Bachelor's degree preferred
• Three years’ experience in an administrative field required.
• Prior experience in an academic or healthcare administration setting is preferred
• Previous administrative supervisory experience is highly desirable

OTHER SKILLS AND ABILITIES:

• Demonstrated proficiency with computer systems including spreadsheet and database management.
• Excellent interpersonal skills, proven ability to work with others, and to effectively communicate verbally and in writing.
• Ability to interpret, comprehend and transmit complicated and detailed instructions.
• High level of organizational skills, the ability to concurrently manage multiple tasks and to delegate as appropriate.
• Ability to meet travel requirements.
• Demonstrates the ability to recognize priorities in organization of work flow.
• Able to perform duties independently, with a minimal need for direct supervision.

About Western Michigan University Homer Stryker M.D. School of Medicine (WMed)

Our vision is health equity for all in Southwest Michigan through innovation in the practice and study of medicine.

WMed is the recipient of a $100 million foundational gift and the Empowering Futures Gift, a philanthropic commitment of $300 million to support the mission of the medical school. WMed contributes to the economic vitality of Southwest Michigan through the services we provide as well as the creation of 1,600 new jobs and an annual estimated economic impact of $353 million in Kalamazoo and Calhoun counties.

We train physicians in 10 residencies and five fellowships accredited by the Accreditation Council for Graduate Medical Education. To support our educational mission, we have Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.

WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout the Kalamazoo and Battle Creek areas. Faculty in the Department of Pathology serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.

The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with student study and social spaces, team-based learning halls, faculty and administrative offices, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.

WMed builds upon Kalamazoo’s century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, Research Histology Lab, Innovation Center, and Human Research Protection Program contribute to the medical school’s advancement of knowledge through innovation and discovery.

We provide a drug- and tobacco-free workplace.

EEO Minorities/Women/Disabled/Protected Veterans.