RESIDENT PROGRAM COORDINATOR- TULSA (Project Management)

Resident Program Coordinator

Position Information:

Works under general supervision with results being reviewed for compliance with established guidelines and desired goals.

Essential Duties:

• Ensures compliance with current guidelines of the Accreditation Council for Graduate Medical Education (ACGME) and applicable specialty boards.
• Coordinates the day-to-day operations of the residency and/or fellowship program for residents and fellows under the guidance of the Program Director.
• Ensures planning activities, assessments, data analysis, and reports are completed efficiently and in a timely manner.
• Maintains critical files and information.
• Ensures the residency program maintains compliance with ACGME, Residency Review Committee (RRC) and Board specialty requirements.
• Ensures resident and faculty compliance with institutional and ACGME requirements.
• Oversees licensure process for trainees and Education Commission for Foreign Medical Graduates (ECFMG) documentation.
• Monitors trainee duty hours to ensure compliance.
• Develops the annual residency work schedule and project plan for the accreditation cycle.
• Develops, administers, and coordinates clinical rotation and on-call schedules.
• Manages computerized information systems for collecting and storing program data, generating management reports, and documentation.
• Compiles data for annual ACGME ADS (Accreditation Data System) online reports and surveys. Updates information on all required program software.
• Ensures all information is available for hospital CMS (Centers for Medicare and Medicaid Services) reimbursement.
• Establishes and maintains a systematic file system for confidential documents, assuring proper security measures are in place.
• Manages confidential resident performance evaluations, evaluation of faculty, and the education programs.
• Prepares reports and related correspondence.
• Coordinates the evaluation process for residents, faculty, training programs and locations, and assures continuous follow-up for timely completion.
• Receives, reviews, and addresses or reroutes problems and/or complaints from program participants to appropriate faculty.
• Advises or engages Program Director in problem resolution, as appropriate
• Maintains residency program records and evaluations.
• Facilitates verification of training process for past trainees.
• Completes program reports in accordance with accreditation standards and tracks participant progress through the program for completion of requirements. 
• Coordinates information required for ongoing program recertification.
• Staffs residency selection and applicant ranking committees.
• Develops and maintains applicant databases.
• Manages computerized Electronic Resident Application Service (ERAS).
• Ensures receipt of required application materials.
• Maintains confidential applicant files.
• Prepares information for Ranking Committee meeting(s).
• Assists the Program Director in preparing the rank order list of applicants for the National Resident Matching Program (NRMP) and/or specialty matching program.
• Manages and coordinates all administrative duties relative to the recruitment and selection process.
• Coordinates candidate interviews and resident recruitment and selection process. 
• Responds to applicant inquiries, organizes the application review and interview process, and coordinates interview days.  
• Coordinates personnel/employment administration and associated services to residents.
• Develops and maintains personnel records and files for house staff engaged in the program.
• Manages the onboarding/matriculation process of new trainees.
• Prepares Letters of Agreement and Affiliation Agreements for all affiliated facilities and monitors their current status.
• Schedules appropriate program committee and council meetings.
• Initiates and develops informational materials including newsletters, brochures, training materials and manuals as appropriate to the program.
• Updates information for residency program website and other data management systems.
• Plans special activities throughout the academic year, such as retreats, holiday events, and graduation.
• Prepares for, organizes, and participates in accreditation site visits, annual program updates and special reviews.
• Performs related duties as assigned to successfully fulfill the function of the position.

Qualifications:

Required Education:  Associate's Degree in Business Administration, Public Health or related field, AND: 

• 12 months of responsible administrative experience.

Equivalency/Substitution: Will accept 24 months of related experience in lieu of Associate's Degree, for a total of 36 months experience.

Working Conditions:

• Physical: Sit for prolonged periods. Communicate effectively and listen. Use of a computer.
• Environmental: Standard Office Environment.

Knowledge, Skills & Abilities:

• Basic knowledge of institutional program requirements.
• Ability to quickly learn and apply RRC common and specialty program requirements.
• Ability to quickly learn and operate MedHub Residency Management System.
• Must be detail oriented.
• Ability to prioritize and multitask.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with a collaborative work style.
• Excellent computer skills and proficiency with Microsoft Office applications
• Ability to work in stressful situations and meet deadlines.
• Ability to work independently and as part of a team.

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