Coordinator II Residency Training Program, Surgery-Administration (Onsite)

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.

 Essential Job Related Duties

• Collaborates with the Program Directors 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, 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 monthly CCC meetings
• Attend weekly Quality Improvement Conference
• Maintain Morbidity & Mortality case lists
• Coordinate M&M presentations
• Coordinate monthly Well-Being Conferences

• Assists in the ongoing management of the GME program budget
• Process travel and oversight of the travel funds
• Process training voucher orders (FLS, FES)
• Process reimbursements for program related expenses
• Oversight of the recruitment budget
• Maintain the Resident Development Fund which includes processing orders, reimbursements, and monitoring the budget.
• Coordinates and processes residency staff travel arrangements and reimbursements, as well non-PO vouchers and internal billing requests, ensuring compliance with current UTMB Guidelines.

• Gather and maintain records for credentialing and reimbursement
• Assist new residents with the on-boarding process
• Assist residents with new and renewal visas
• Collect and gather credentialing data
• Schedule trainees for credentialing courses (ACLS/BLS/EPIC)
• Ensure data in New Innovations is accurate

• Coordinate training schedules
• Work with the Program Director and Associate Program Director to compile the master training schedule each year.
• Coordinate rotation schedules with other programs for off-service rotations.
• Maintain updated schedule through New Innovations
• Compile call schedules and update in AMCOM
• ·     Organize, manage and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, recruitment, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings. Coordination and confirmation of the planned activities; distribution of conference material; creation of sign-in sheets for all conferences; 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 for interviews
• Work with PD to schedule interview dates and communicate with applicants to schedule interviews
• Organize interview days: distribution of applicant files, evening dinners, breakfast, lunch, scheduling interviews, distribute information about hotel options, and escorting applicants.

• Administrative responsibilities
• Provide administrative support to the Program Director for GME related activities.
• Provide administrative support to the residents for patient related activities (patient related calls/faxes).
• Work with the GME office for on-boarding, scheduling workshops, maintaining current certifications for residents, maintaining licensure documentation.
• Monitors time and attendance in KRONOS for residency staff.
• Providing timely training verifications
• Maintaining resident files
• Serve as the program liaison with agencies and institutional departments.
• Works in tandem with other Coordinators 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.
• Performs any related duties required to maintain efficient operations of the residency programs.
• The coordinator may be required to perform other reasonably related duties as related to the Department of Surgery or Surgical Services.

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

Salary Range:

Commensurate with experience.