Coordinator II Residency Training Program, Anesthesiology-Administration

Minimum Qualifications: 

• Associate's degree or equivalent. 3 years related experience.

Job Description:

To perform a wide variety of professional duties in the management of all medical and House Staff programs.

Job Duties:

• Performs any related duties required to maintain efficient operations of the Anesthesiology Residency Program. 
   
• Collaborates with the Program Manager and the Program Director to assure that the program meets or exceeds accreditation requirements
   
• Knows the current ACGME program requirements
   
• Organizes and maintains residency training files
   
• Assists with the preparation of documentation required for accreditation (Annual Program Evaluation, Semi-Annual Evaluations, Milestones, WebADS updates)
   
• Manage and coordinates accreditation site visits
   
• Maintain web-based ACGME surveys
   
• Maintain ongoing communications with the GME office
   
• Maintain evaluations and monitoring of Duty Hours through New Innovations
   

Collaborate with the Program Director and APD on didactics
 

• Schedule and compile semi-annual evaluations
   
• Compile data for CCC meetings and take minutes
   

• Coordinate monthly Well-Being Conferences. 

  Assists in the ongoing management of the GME program budget
   

• Maintain the Resident Development Fund which includes processing orders, reimbursements, and monitoring the budget. 
   
• Tracking of programmatic expenses 
   
• Oversight of the recruitment budget
   
• Coordinates and processes fellow and faculty travel requests, arrangements and reimbursements, as well non-PO vouchers and internal billing requests, ensuring compliance with current UTMB Guidelines. 
   

Onboarding and compliance
 

• Monitor and assist new fellows with the on-boarding process through New Innovations
   
• Assist fellows with new and renewal visas as needed
   
• Schedule trainees for credentialing courses (ACLS/BLS/EPIC)
   
• Follow-up with trainees on annual compliance training and other compliance (TB/ Flu) as needed
   

Coordinate training schedules
 

• Work with the Program Director and Associate Program Director to compile the master training schedule each year.
   
• Maintain updated schedule through New Innovations
   
• Compile/distribute on-call schedules and update in AMCOM
   
• Organize, manage, and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings. Coordination and confirmation of the planned activities; distribution of conference material; entry of attendance into New Innovations database.
   

Coordinate Residency Recruitment and Interviews
 

• Manage residency applications through ERAS and work with the PD to screen applicants 
   
• Work with PD to schedule interview dates and communicate with applicants to schedule interviews/itineraries
   
• Organize interview days: creation of Teams room links, distribution of applicant files to faculty/fellows, monitoring of interview rooms each session
   

Administrative responsibilities
 

• Provide administrative support to the Program Director for GME related activities.
   
• Provide administrative support to the fellows 
   
• Monitors time and attendance in KRONOS for fellows and residents
   
• Monitory duty hours in New Innovations for fellows and residents
   
• Providing timely training verifications
   
• Serve as the program liaison with agencies and institutional departments.
   
• Works in tandem with other Coordinators and Support Staff in the department filling in and covering other departmental areas as needed.
   
• Answers phones and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communications in a timely manner. 
   
• Composes correspondence and memorandums in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure. 
   
• Performs miscellaneous clerical tasks, such as making copies, filing, faxing, and mail distribution. 
   
• The coordinator may be required to perform other reasonably related duties related to the Department of Anesthesiology. 
   

Preferred Skill/Competency 
 

• Knowledge and experience working with Word and Excel spreadsheets 
   
• Familiar with PeopleSoft financials and Kronos Timekeeping System
   
• Strong organizational skills
   
• Possess excellent verbal, written, organizational and interpersonal skills
   
• Ability to multi-task to support diverse areas within the administrative team
   
• Experience working in a team environment
   
• Prior residency training program experience is a plus
   

Salary Range:
Commensurate with experience