Program Coordinator, Medicine-Pediatrics

Western Michigan University Homer Stryker M.D. School of Medicine is searching for a Program Coordinator in the Medicine-Pediatrics department. 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 Director, Graduate Medical Education in the development, implementation and management of residency/fellowship program operations.

Program Coordinator career path - level and compensation to commiserate with education and experience.

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BENEFITS:

• Wellness reimbursement.
• Continuing education and tuition reimbursement.
• Employer-funded retirement plan.
• Two medical plan options: PPO and High Deductible Health Plan (HDHP) with employer HSA contribution.
• Flexible work solutions based on position and department.
• Up to four weeks of PTO accrual beginning in year one.
• Paid holidays.
• Paid volunteer time.
• Paid preferred holiday.
• No nights, no weekends.

DUTIES AND RESPONSIBLITIES:

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 for submission to the RRC
• 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, ERAS, 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 Director, Graduate Medical Education 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 resource to residents and faculty for WMed services and programs
• Serves on various departmental and/or liaison committees
• Assists the Director, Graduate Medical Education 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 evaluations 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 Director, Graduate Medical Education
• 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.

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.
• Ability to accept and apply feedback.
• Regular and predictable attendance is expected.
• Demonstrates the ability to recognize priorities in organization of work flow.
• Able to perform duties independently, with a minimal need for direct supervision.