COORDINATOR RESIDENCY PROGRAM - BUTLER

Assists the manager of business operations for the residency program in the planning, organizing and coordinating of the administrative areas for the Family Medicine Residency. Coordinates communications with the students, residents, faculty physicians and other hospital personnel as necessary. Major duties include coordinating resident rotation schedules, managing various record‑keeping processes and performing license processing. Other duties include coordinating special programs for the graduate medical education program such as graduation, faculty advisor meetings and other GME meetings. Essential Job Functions Functions as the administrative assistant to the Program Director, and Manager Business Operations Residency Program. Manages meeting schedules, keeps all parties informed of changes and conflicts. Receives phone calls and visitors; arranges appointments and interviews. Facilitates meeting scheduling including coordinating attendees, location, and timing. Prepares agendas and minutes of meetings as requested, distributing as appropriate. Facilitates licensing of Family Medicine Residents. Communicates with State Board of Medicine regarding licensing requirements. Distributes licensing packets to incoming students. Verifies licensure with State Board of Medicine. Communicates discrepancies between licensing board and resident applicant. Maintains Residency program records. Maintains resident lecture attendance records. Maintains resident physician's profiles, CME, PTO, etc. Verifies completion of resident physician education requirements. Assists Manager and Program Director with accrediting body reviews of Residency Program. Maintains department policy manual, making revisions under the direction of the Manager or Program Director. Utilizes New Innovations Residency Software System to track and maintain licensing/credentialing information, duty hours, and generate reports needed by the Program Director. Generates Resident contracts. Distributes 360‑degree evaluations twice annually. Facilitates Residency applicant interviews. Operates the Electronic Residency Application Service (ERAS). Arranges for overnight accommodations for incoming applicants. Generates reports from ERAS. Coordinats applicant interview schedule. Facilitates travel to and from the family health center offices as needed. Assists the applicant with special needs for interview process. Coordinates daily operations for the Residency office. Arranges for repair and servicing of office equipment. Orders and stocks office supplies needed for daily operations. Assists with coordination of communications and projects related to the physician practices. Provides assistance to the Program Director and Manager in maintaining communication among the practices. Develops communication independently, as required, such as memos, agendas, notices, etc. Ensures all correspondence is in final format for publishing, distributing, or communication. Assists with the coordination of projects with minimal supervision. Processes Vacation/Continuing Medical Education Requests. Records and tracks vacation/CME requests. Communicates with chief resident and nurse manager vacation/CME absences for purposes of scheduling and payroll. Prepares check requisitions for CME expenses/travel expenses. Coordinates speakers for resident orientation session. Assists Program Director/Associate Program Director/Manager, Business Operations with presentation of orientation. Attends team building session. Assists with copying/distribution of orientation material. Coordinates Residency Graduation. Plans menu with facility hosting residency graduation. Constructs invitations. Maintains address data bank for mailing invitations. Attends residency graduation. Assists Program Director/Associate Program Director with distribution of diplomas and awards. Communicates with calligrapher for residency diploma information. Distributes, collects and processes credentialing papers for residents to rotate at Children’s. FWDs materials for rotation (e.g., licensing documents, child abuse clearances, etc.) as required. Communicates on an ongoing basis with coordinator and Chief Resident at Children’s Hospital to coordinate schedule needs for the rotation. Constructs and distributes annual resident and faculty award ballots. Other duties as assigned. Required Qualifications & Experience High School Diploma, GED or higher level of education. Minimum one (1) year Secretarial experience at an Administrative or Executive level. Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment. Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience. Functional skills on PC and related software (Microsoft Office). Knowledge of basic office equipment such as copier, fax machine, etc. Proficiency in Microsoft Office including Outlook. Preferred Qualifications & Experience No preferred qualifications. License, Certification & Clearances Act 34-PA Criminal Record Check from the PA State Police system. Position Type / Expected Hours of Work Incumbent will be scheduled based on operational need (rotate shifts, standby, on‑call, etc.). Travel may be expected locally between System locations. Independence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations. Disclaimer This job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr Independence Health System