Program Coordinator

Texas Tech University Health Sciences Center
United States, Texas, Lubbock
3601 4th Street (Show on map)
Jan 25, 2025
Program Coordinator Lubbock 39973BR Position Description Supports the program director by performing administrative duties related to planning, directing and coordinating both the academic and operational activities of the program. Major/Essential Functions Provides support to a program director related to planning, directing, and effectively coordinating academic and operational activities fellowship program in order to meet accreditation and other regulatory requirements for graduate medical education. Interprets and applies various accrediting agency requirements to support compliance, including but not limited to the Accreditation Council for Graduate Medical Education (ACGME) Maintains knowledge of policies and procedures set forth by ACGME and other governing bodies as pertains to individual programs Manages leave records of fellows (vacation, sick, etc.) and monitors mandated resident conference and didactic attendance Assists with developing curriculum and details of rotations Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, contracts, and credentialing of trainees or division members Informs trainees of inter and intradepartmental policy and procedures and/or changes based on departmental or GME policy. Oversees implementation of specialty-specific trainee exams Manages the evaluative processes of the trainees, program, faculty, residents, or outstide rotators and rotations, including monitoring completion compliance rates Verifies trainees' status and activities as needed. Assists in the preparation and participates in the ACGME self-study, annual program review, focused and full accreditation site visits, and other internal/special reviews. Oversees fellow duty hours and operative/case logs via regular review of data reports and submits to certifying board as required. Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines. Develops, maintains, and distributes rotation schedules and assignments in accordance with the accrediting body and programmatic requirements. Meets recurrently with the Program Director concerning fellowship issues, activities, program status, projects, initiatives, and workload. Identifies and evaluates the methods for improving workflow and participates in team meetings to implement improvements. Collaborates with program leadership in program-level policy development. Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues. Maintains multiple databases with fellow and faculty data, including the resident management system, Med Hub, Faculty Success, ACGME WebAds, NRMP, Frieda Online (GME TRACK), and any other system used by program. Maintains and updates the division and educational website for fellowship(s) division. Plans departmental annual events including recruitment, orientation, graduation, retreats, as well as various meetings and program-related and division related events. Organizes meetings and prepares and distributes materials for conferences and lectures. Works with marketing to develop brochures, invitations, or advertisements for events/lectures. Receives inquiries from fellows and applicants and manages appropriately. Manages the ERAS database (Electronic Residency Application System) and processes during recruitment season. Assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program). Performs all match responsibilities and corresponds with newly matched fellows regarding requirements and appointment to the training program. Collaborates with the department leadership on processes for reporting, tracking and ensuring compliance and ACGME requirements are met. Develop, oversee, organize department-level trainee orientation. Training Administrator in Graduate Medicial Education certification will be obtained after years in specialty requirements have been met (3 years). Required Qualifications High school plus six years experience in related field. Additional education may substitute for experience on a year for year basis. To apply, please visit: https://sjobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?partnerid=25898&siteid=5283&PageType=JobDetails&jobid=883171 All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. You can locate this report through our website at: https://www.ttuhsc.edu/emergency/clery-report.aspx. jeid-1a898019fd342147bbfeb5b1f30c356e