GME Program Coordinator I - Full time - Clinton Twp

GENERAL SUMMARY: Reporting to the Medical Education Manager, the Graduate Medical Education (GME) Program Coordinator I is responsible for facilitating educational project work by providing direction, leadership, and day-to-day management of the clinical medical education program and initiatives. Coordinates department projects, formulates needed enhancements for processes, and works with internal and external customers to successfully meet established goals and deadlines. Coordinator must demonstrate initiative, resourcefulness, and problem-solving skills in working independently to complete projects and assignments. PRINCIPLE DUTIES AND RESPONSIBILITIES: Works in concert with leadership to determine the appropriate focus and direction of department initiatives and projects. Creates, designs, and manages project plans and timelines. Assigns tasks related to project work to other administrative staff as appropriate. Develops and implements solutions to improve current processes and procedures related to project work. Responsible for leading and serving on cross-functional teams across the organization representing the department. Performs project management/coordination activities to ensure all process workflows are being handled within the established time parameters by both internal departments and outside stakeholders. Performs administrative follow-up by keeping track of major projects and tasks assigned by departmental leadership. Creates and manages budgets related to department projects and initiatives and monitors spending. Designs reports and distributes to appropriate parties. Develops and maintains strong professional relationships across operational departments and with both internal and external stakeholders. Serves as key contact between the department and other internal and external customers. Safeguards and protects confidential information. Oversees day-to-day operations of the residency program(s) including the following: Coordinates all recruitment activities, gathers evaluations, and processes selection of new residents. Coordinates logistics and schedules.Creates, designs, and manages program recruitment plan, timeline, guidelines, policies and procedures, web sites and materials. Uses designated software to manage residency applications and compile reports. Develops materials used by faculty during candidate interviews. Coordinates and schedules program orientation for incoming program and rotating residents in conjunction with the chief resident and/or Program Director to complement hospital and system orientation. Ensures resident compliance with required institutional curriculum learning modules through scheduling. Responsible for ensuring completion of annual revision of program manuals and policies; reviews, communicates and enforces established policies and procedures; educates Program Director, residents, and faculty on new and existing GME and program policies; recommends changes when appropriate. Assists and advises chief residents and the Program Director in coordinating training programs. Creates and maintains rotation schedules, incorporating curriculum requirements and creating call, conference, resident meeting, and vacation schedules for the program. Oversees accurate scheduling in the residency management system to ensure compliance in Medicare cost reporting. Understands and monitors compliance with the Accreditation Council for Graduate Medical Education (ACGME) institutional and program requirements; fosters awareness and compliance with accreditation requirements through dissemination to program leadership and residents.Maintains current, highly organized documentation of compliance with accreditation guidelines. Collects and reviews program data and accreditation-related documents; ensures accurate and timely reporting of data to both the ACGME and GME office. Provides accreditation administrative oversight and updates to program leadership. Serves as a member of the GME review team, completing review activities, as necessary. Supports development and reporting of ACGME self studies. Collects, reviews, and updates program documentation for all program reviews and applicable site visits. Develops procedures in response to new or revised policies issued by accreditation agencies, Henry Ford Health, the hospital or program director. Develops, executes, and updates contractual agreements and program letters of agreement. Monitors expiration dates, and curriculum and leadership changes with this documentation. Uses designated software to manage all evaluations (e.g., those required by Henry Ford Health’s Medical Education, medical schools and accreditation requirements including, but not limited to attending’s evaluations of trainees, trainees’ evaluations of the faculty and program semiannual and summative evaluations, faculty evaluations of the program), surveys, certifications (e.g., BCLS, ACLS), and exam results (e.g., Step II or III, in-training). Compiles and disseminates results as required by Medical Education, departments, medical schools, and external agencies. Tracks and verifies procedures and competencies; compiles and audits information for both the Clinical Competency Committee and Program Evaluation Committee. Manages compliance of residents and faculty in completing required document. Completes semi-annual milestone reporting. Represents the program director and makes decisions in the program director's absence within prescribed limits of authority; updates the program director on program issues; alerts the program director to potential counseling needs; represents the program as requested. Maintains residents’ and fellows’ separate employment and educational records, as defined by Henry Ford Health policy and in compliance with ACGME requirements; maintains medical student clerkship records. Maintains effective communication with the medical students, residents, and fellows, appropriate to the situation (e.g., formal letters, email, group paging, etc.); advises medical students and residents regarding requirements and deadlines; disseminates information regarding residency, fellowship, and career opportunities. Drafts letters of recommendation and completes verification of training forms for each graduating resident and fellow. Assists with due process for an extension of training, probation, and termination. Assists in planning and obtaining approval for continuing medical education (CME) programs; monitors attendance and budget. Serves as liaison among the program, department, medical schools, hospital administrative offices, hospital and system medical education office(s) and alumni. Assists program director in development of program and departmental goals and objectives. Assists the GME office to effectively manage the medical education programs. Serves as a mentor to new program coordinators; provides professional development to peers as requested. Manages and prepares reports and correspondence related to highly confidential material for program, medical group, institution, and health system. Receives and screens visitors, telephone calls, and e-mails; independently composes, prepares, and distributes correspondence, agendas, and reports; schedules meetings; responds to information requests. Coordinates work (i.e., schedules, creates agendas, takes minutes, tracks action items) of program (e.g., Clinical Competency Committee, Program Evaluation Committee, curriculum, research, resident, etc.) and alumni committees and maintains minutes and appropriate records.Coordinates program events (e.g., luncheons, retreats, banquets, ceremonies). Directs the workflow and supervises the necessary administrative paperwork, records, and complex filing systems to support program. Maintains program expenditures within the authorized budget and prepares reports; prepares check requests, travel authorizations, expense reports, and reimbursements; manages GME Program budget and ensures compliance with budget policies for appropriate spending. Maintains and updates databases and program information on designated websites (e.g., Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), ACGME Accreditation Data System (ADS), specialty program tracking, Henry Ford Health’s program management software, alumni). Complies with the Intern Resident Information System (IRIS) requirements to capture Medicare reimbursement information for the development of the Medicare hospital cost report that is developed by the system reimbursement office. Promotes service excellence principles and leadership behaviors. Establishes collaborative relationships to further goals and promote continuous quality improvement. Participates in professional development to maintain knowledge and skills required to successfully support changing requirements of the position; attendance required. Seeks and is responsive to GME, departmental, administration, and customer feedback. Performs other duties as assigned. EDUCATION/EXPERIENCE REQUIRED: • Bachelor’s degree in a related field, or the equivalent combination of education and/or experience. • Experience in an educational or medical office/administrative/project management environment preferred. • Previous Medical Education experience strongly preferred. • Strong data collection and entry ability with attention to detail; requires high level of accuracy. • Demonstrates knowledge and skills in Microsoft Office applications (i.e., Access, Excel, PowerPoint, and Word) and data management applications. • Ability to create, prioritize, and execute multiple tasks and meet established timelines. • Must have good interpersonal skills, customer service attributes and ability to communicate effectively with internal and external customers. • Must demonstrate and use customer friendly demeanor/etiquette and culturally appropriate. • Possess strong verbal communication skills in person and via telephone. • Able to apply problem solving and critical thinking skills. • Must possess strong organizational skills. CERTIFICATIONS/LICENSURES REQUIRED: TAGME certification preferred. Must meet or exceed core customer service responsibilities, standards and behaviors as outlined in the Henry Ford Health’s Customer Service Policy Must practice the customer skills as provided through on-going training and in-services. PHYSICAL DEMANDS/WORKING CONDITIONS: Normal office environment with minimal exposure to noise, dust, or extreme temperatures.