GENERAL STATEMENT OF DUTIES
The GME/Surgery Residency Coordinator, under the direction and supervision of the Graduate Medical Education (GME) Manager, is responsible for coordinating the administration of the residency program as outlined in the program requirements and institutional graduate medical education guidelines.
This position will also ensure that sufficient administrative support is maintained for the Department Program Director, Associate, and/or Assistant Directors. The coordinator will support the Surgery Medicine and Surgery residency and clerkship program as well as support the Graduate Medical Education Department.
ESSENTIAL FUNCTIONS
Residency application and recruitment process.
- Work with the Program Director to design, develop, and revise recruitment materials.
- Manage and oversee resident applications for the department and the residency recruiting process. Manages software to produce residency applications, reports, and rank list.
- Leads in the coordination of all resident interviews and communications with applicants. Ensures the tracking all evaluation scores of interviewed applicants and prepare data for initial match rank list.
- Preparation and submission of final rank list after completing the appropriate electronic documentation.
Oversees administrative support and clerical functions of the department. This includes but is not limited to maintenance of schedules, general clerical work, travel arrangements.
- Maintenance of schedules/appointment calendars as necessary. General clerical work: word processing, copying, typing, filing and record keeping, opening, and distributing mail; as well as ordering food and necessary materials for the residency.
- Conference and travel arrangements for others in the department.
- Completion of check requests, travel authorizations, fund reimbursements and expense reports; maintenance of necessary records for the Finance Department.
- Assistance in preparation of presentations, abstracts, manuscripts, and other documents relating to the Program.
- Organization of faculty and residency recruitment activities.
Program Administration
- Serves as a liaison between their respective department and others in the corporation, the public, or outside agencies.
- Manages departmental budget, responsible for licensing and all necessary paperwork, badges, pagers, passwords, contracts and orientation materials for incoming, current residents, clerkship students and visitors.
- Responds to inquiries regarding residency, fellowship, student rotations, and other training issues
- Maintenance of confidential resident files.
- Supervise and/or coordinate:
- General departmental orientation of new residents.
- Maintenance and distribution of resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules in conjunction with the Program Director, Chief Residents, and others.
- Grand Rounds to include scheduling speakers, arranging speakers travel and accommodations, and coordinating Grand Rounds presentation
- Distribution, collection, and tabulation of all evaluation forms regarding residents, rotations and faculty and compiles and generates feedback for appropriate follow-up and reporting
- Assignment of all specialty and subspecialty rotations, including distribution of goals and objectives to the preceptors and residents, along with administration of arrangements and requirements necessary for outside rotations.
- Coordination of Surgery Medical Student Clerkship
- Monitor and submit all necessary documents to allow students to rotate with the Surgery Program.
- Manage and oversee Clerkship application system and manages Clerkship software to review clerkship applications, produce clerkship reports and rank list.
- Assignment of surgery medicine student clerkship rotations
- Coordination with the Department Chair/Clerkship Director all rotation schedules, all schedules, lecture, and meeting schedules.
- Coordination of speakers for all student lectures.
- Collection, maintenance, and tabulation of results of student evaluations.
SUPERVISORY RESPONSIBILITY
- Oversees Residency administrative staff and workflows.
- Participates with the hiring team, orientation, and training (mentoring & coaching) within the department.
- Collaborating with HR to oversee the day-to-day productivity of staff (performance management, corrective action, or medical leave of absences).
- Assists GME Leadership and Program Directors in the development of policies and procedures.
- Coordinates daily assignment of tasks; intervenes as appropriate to resolve potential or identified concerns.
- Assures staffs adherence to CMU Health policies, procedures, and accountability to CMEPs values.
REQUIRED EDUCATION & EXPERIENCE
- Bachelor's Degree with two years of related experience
- Experience
- Must possess exceptional interpersonal skills. Be able to cope with stress effectively. Have a professional demeanor and disposition to work effectively with multiple personalities. Have problem solving, decision making and results-oriented skills. Have employee and applicant evaluation skills. Have creative thinking and team player skills. Have the ability to prioritize on short and long-term basis and adjust support to accommodate changing priority needs. Be able to assume responsibility for professional growth and development and continuing education. Have organizational expertise and attention to detail.
- Must become a notary public within the first year of employment. Must become TAGME certified after three years of employment.
- Technical Skills
- Requires an advanced level of computer and software literacy (especially Microsoft Outlook, Word, Excel, PowerPoint, and Access), Must be proficient in the operation of office and audiovisual equipment.
PREFERRED QUALIFICATIONS
- 3-5 years of comparable experience in a medical education setting is preferred.
- The residency on-site coordinator must become knowledgeable and remain current with all resident training manuals, hospital and resident related policies and specialty specific accreditation processes.
CMU is an AA/EO institution, providing equal opportunity to all persons, including minorities, females, veterans, and individuals with disabilities.
