Job Details

Metro Health (now the University of Michigan Health-West) is looking for Residency Program Coordinator - Senior* Medical Education.

Under the supervision of the Director of Medical Education, in collaboration with the Program Director, the Residency Program Manager directs the day-to-day activities of the residency programs to ensure proper planning, preparation, and execution of activities related to maintaining program accreditation, residency recruitment, and resident education. Utilizes skills in personnel management and leadership to effectively administer the program.

Requirements:

• Bachelor’s Degree required.
• Minimum of three years residency program manager experience at UMH-West.
• Knowledge of Accreditation Council for Graduate Medical Education (ACGME) Common and Program Specific Requirements, as well as hospital policies and procedures.
• Demonstrates strong customer service focus.
• Utilizes effective time management and organizational skills.
• Ability to make quality, independent decisions and anticipate changes in technology and standards.
• Ability to build strong, solid relationships with all key stakeholders.
• Work effectively and efficiently under tight deadlines, high volumes and multiple interruptions.
• Demonstrated knowledge of electronic spreadsheets, word processors and presentation tools.
• Display caring attitude and effective written, verbal, and interpersonal skills.

Essential Functions and Responsibilities:

1. Independently makes decisions and administers the programs daily operations to support high quality residency training programs and meet educational and accreditation requirements.
2. Competency and Confidentiality - Manages the professional progress of residents/fellows to ensure they are meeting professional and/or rotational competency requirements. Serves as an acknowledged and trusted resource for information, support, and problem-solving to residents, fellows, medical students, and faculty on a wide range of training and program issues. Maintains the high degree of confidentiality for resident and faulty data. Generates professional level reports and official ACGME correspondence for the program.
3. Program Management - Manages trainee rotation schedules, credentials and academic files including licenses and certifications in conjunction with the program director, as needed, to meet the educational requirements of the program. Schedules Program Director and resident conferences and non-local rotations. Collaborates with various consortiums, medical schools and program planning as needed for resident and student rotations.
4. Contract management - Manages resident annual contracts. Secures all required legal documents for programs, and ensures contracts, affiliation agreements, program letters of agreement, speaker agreements, and preceptor agreements are all in place.
5. Marketing - Develops program materials, program marketing materials, forms, reports, goals and objectives, and summarizes results.
6. Financial - Manages program budget expenses and in conjunction with GME budget planning. Maintains detailed residency records to ensure appropriate financial reporting for IRIS reporting. Manage events within defined
7. Recruitment - Manages the recruitment process and candidate selection process of eligible resident/fellow/medical students for the program. Coordinates application management in ERA. Prepares recruitment materials and schedules interviews for applicants. Maintains accurate and up to date website information in conjunction with marketing.
8. Personnel and Program Management - Plans agenda, coordinates and tracks out comes of the Clinical Competency Committee, the Program Evaluation Committee (PEC). Complete SWOT analysis and develop Annual Program Evaluation Action Plan. Coordinate and participate in resident counseling meetings regarding educational planning, remediation, and disciplinary action. Coordinate annual faculty evaluation and program surveys.
9. Events coordination - Manages special events (Graduation, Research Day, Welcoming Events, House Staff Appreciation, et al). Coordinate all aspects events in a timely and professional manner. Assign and oversee staff to support the lead planner. Ensure that the events are within the defined budget and follow-up with invoicing.
10. Compliance and Accreditation - Ensure compliance with accreditation standards. Manages and updates all program data in ACGME residency management system. Directs all activities for accreditation site visits, including preparation, scheduling, meeting with site visitors and oversees faculty, program director and resident meetings. Respond to citation and develop action plan.
11. Oversees visiting learners and out rotations. Obtains affiliation agreements and ensures all credentials are updated and on file.
12. Educational Programming - manages the academic aspects of the programs, including appropriate testing materials and proctoring all exams. Monitor lectures and attendance to meet program requirements, ensure registration for required educational programs and arrange distance technology.
13. Provide orientation for new residency program managers, including ACGME accreditation requirements, New Innovations training, rotation scheduling, annual activities, IRIS reporting, program letters of agreement, and all other job responsibilities with oversight of the Director.
14. Develop and update a residency program manager manual in conjunction with the Director.
15. In Director’s absence, will assume select responsibilities as assigned.
16. Lead improvement opportunities for residency program manager processes.
17. Coordinates the educational planning, outcomes measurement, and accreditation standards of Continuing Medical Educational (CME) activities, in conjunction with the CME Committee. Monitors the registration, evaluation, and program reporting requirements of CME programs.