Graduate Medical Education Specialist

Position Overview

In conjunction with the Program Manager (PM), the Program Coordinator (PC) participates in an array of administrative functions in support of the General Surgery Residency Training Program and its education mission. The PC assists in developing and maintaining the educational quality of the training program and ensures compliance with ACGME, American Board of Surgery (ABS), Institutional Graduate Medical Education (GME) accreditation standards, and other regulatory requirements.

Works collaboratively across the Education team that includes Program Directors (PD), Assistant/Associate Program Directors (APD), Vice Chair of Education, Department Administrators, other surgical PMs and PCs, faculty, staff and trainees. The PC functions as a liaison between the PM/PD, trainees, the GME office, participating clinical sites, and other departments.

The PC must use provided tools, resources and self-edification to build and maintain a sufficient knowledge base that allows for comprehensive understanding and execution of appointed responsibilities. Must be a self-starter, comfortable and able to work independently and in a dynamic atmosphere.

Within this framework and with varying levels of supervision and ownership, the PC will assume the following responsibilities including but not limited to:

General Program Responsibilities
Assists with the day-to-day operations of the training program; communicate with GME constituents (GME Office, department, faculty, trainees, ACGME, ABS) on a regular basis or as needed; interpret ACGME requirements, GME Office policies and procedures, and other institutional policies as applicable.

Advise trainees on policies and procedures, including the Limited Staff Agreement (LSA) which outlines the terms of trainee appointments; meet with PM on a regular basis to keep him/her apprised of important issues related to the PCs primary areas of oversight.

Administer the Residency Management System (RMS) for the program, including maintaining trainee demographic data, trainee schedules and conferences attendance tracking, and ensuring timely duty hour submissions.

Program Accreditation and Compliance

Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements (CPRs) as well as specialty specific requirements; assist the PM in developing program policies to comply with accreditation requirements where necessary as well as maintain all essential documents required for program accreditation.

In concert with the PM, maintain program information in the ACGME Accreditation Data System (ADS), including but not limited to trainee and faculty rosters, scholarly activities, case logs, etc.

Assists PM with coordinating ACGME self-study visits and focused site visits, when applicable; maintain program and trainee statistics and documentation as identified for the hospitals for Joint Commission (TJC) accreditation and other hospital accrediting body requirements.

Other related responsibilities as assigned.

Trainee Schedules
Maintain current rotation schedules in the Residency Management System (RMS) and update as appropriate; communicate schedules to varying services and departments when necessary.

Other related responsibilities as assigned.

Evaluations
Contribute to the development of program evaluations that measure trainee performance, faculty performance, educational content of rotations, services, and the program, ensuring these are written in competency-based language, as necessary.

Assists PM with the programs Clinical Competency Committee (CCC) meetings, including preparation of evaluation data and supporting materials for review, taking minutes, and completion of Milestones reporting to the ACGME.

Administer the evaluation process for the program in the RMS and ensure timely completion by evaluators; ensure timely completion of confidential annual program evaluations by trainees and faculty; assists in the evaluation of faculty performance as it relates to the education program incorporating confidential evaluations from trainees.

Support the PM in preparation and coordination of the programs Annual Program Evaluation (APE) and ACGME ADS processes.

Other related responsibilities as assigned.

Trainee Appointments and Credentialing
Serve as primary point of contact and manage appointment process for incoming housestaff in accordance with credentialing requirements provided by GME and Corporate Credentialing; understand internal and external division/department staff involvement in the credentialing process; establish and ensure compliance with program and GME credentialing requirements including ACLS and ATLS certifications, medical licensure, DEA registration, immunizations, Medicare/Medicaid enrollment, computer-based modules, and other training as required.

Facilitate credentialing process for visiting trainees in compliance with GME policies and Corporate Credentialing requirements; complete necessary credentialing tasks specific to the residents pediatric rotations at Nationwide Childrens Hospital.

Collaborate with GME staff to deliver appointment packets for incoming housestaff and distribute communications in a timely manner (e.g., day after Main Residency Match for incoming R1s);
facilitate trainee appointment changes as necessary in the RMS and ADS.

Complete necessary training registrations for incoming residents as required and arrange for pagers, ID badges, apparel, etc. for incoming trainees.

Assist in the preparation and completion of letters of recommendation for graduates and training verification forms.

Other related responsibilities as assigned.

Recruitment and Orientation
In collaboration with the PM and PD, establish policies and procedures for candidate recruitment that adheres to university and college requirements; update and manage program information in the Electronic Residency Application Service (ERAS) and Thalamus systems. Ensure adherence to National Resident Matching Program (NRMP), San Francisco (SF) or other specialty match requirements and deadlines.

In collaboration with PD, coordinate applicant review process, contact applicants for interviews, schedule and manage interview communication and all interview day activities; assist PD with the applicant ranking process including submitting rank order list(s) to the appropriate match program.

Organize and plan all recruitment events throughout the year such as program informational sessions, recruitment socials, medical student interviews, etc. Collaborate with marketing teams to produce recruitment materials and content for program website in accordance with University, College and Medical Center standards.

Plan, organize, and schedule a 2 to 3-week program-specific new trainee orientation. This includes coordinating with several internal and external groups; securing speakers and resources; coordinating clinical skills space; developing agendas; preparing assessments; evaluate and assess certain aspects of orientation while making recommendations for changes; meal ordering; etc.

Other related responsibilities as assigned.

Education
Coordinate educational activities with the appropriate chief resident leads (e.g., didactic conference schedules, Grand Rounds, Morbidity amp; Mortality etc.) that support the program's curriculum and adhere to ACGME requirements and manage necessary logistics such as room reservations, calendar invites, communications, meal orders, etc.

Other related responsibilities as assigned.

Other Program Responsibilities
Complete surveys and ensure information is up to date in various GME systems (ABS, FREIDA, ACGME ADS, professional societies, GME Track, ERAS, NRMP); participate in various committees including residency leadership meetings, PEC, CCC, residency business meetings, departmental meetings, meetings with the PM and PD, and follow-up on action items as needed.

Inform PM on issues or inquiries from trainees, faculty, staff and department chairs; manage confidential and critical materials, issues and communications.

Submit IT service and access control tickets as necessary; Workday tasks such as expense reporting, spend authorizations, purchase orders, supply orders, etc.; exhibit a degree of fiscal stewardship when necessary; help maintain educational files for current trainees and graduates; monthly reporting and data collection for EPAs, case logs, work hours, etc.; provide coverage as necessary for the PM in their absence.

Minimum Requirements
A Bachelors degree in an appropriate field or an equivalent combination of education and experience is required. Experience in program planning and administration is required. Successful completion of a background check is required. Selected candidate may be asked to complete a physical including a drug screen.

Function: Education

Subfunction: Graduate Medical Education

Career Band: Individual Contributor

Career Level: S2