Job Description
Noorda College of Osteopathic Medicine
Position: GME Residency Program and Institutional Data Coordinator
Pay: $55,000 Annual Salary plus Benefits
Schedule: FT, Exempt
Location: On-site in Provo, Utah
POSITION SUMMARY
This position comprises three separate roles within Graduate Medical Education with the following breakdown by FTE: GME Coordinator is .50FTE, Institutional Data coordinator is .35 FTE, and Executive Assistant is .15 FTE.
The GME Residency Program Coordinator directs the daily activities of the Osteopathic Neuromusculoskeletal Medicine residency program with the physician Program Director and Graduate Medical Education Office. With oversight and direction from the Program Director, the Residency Coordinator is a member of the leadership team and is critical to the program's success.
The Residency Program and Institutional Data Coordinator must possess skills in leadership and personnel management. Residency program coordinators and institutional data coordinators are expected to develop unique knowledge of the Accreditation Council for Graduate Medical Education (ACGME) Core Program and Specialty Requirements, policies, and procedures.
The Residency Program Coordinator assists in accreditation efforts, educational programming, and support of residents. Responsible for recruiting and onboarding trainees, developing projects, managing program financials, maintaining databases, communicating with faculty and trainees, and managing internal and external program relations. Also responsible for assisting with Annual Program Evaluations, Program Evaluation and Clinical Competency Committee, ACGME site visits, Annual Program Review, ACGME Milestone reporting and Self Studies.
The Institutional Data Coordinator supports the accreditation efforts of the sponsoring institution. Helps develop processes that make institutional and program level accreditation data readily available for improvement, innovation and oversight. Oversees the Residency Management Software (RMS) within the sponsoring institution. Serves as an accreditation information resource for education/residency coordinators. Identifies and implements both systems and innovative tools to ensure ongoing institutional compliance with regulatory agencies.
The Executive Assistant component entails providing high level support to the Assistant Dean of Graduate Medical Education.
RESPONSIBILITIES
Resident Recruitment
- Manage the recruiting activities for the residency program (maintain recruitment database, oversee the application processes, and respond to candidate inquiries).
- Plan and execute candidate interview days to include scheduling of candidates and faculty.
- Verify trainees' status and activities as needed.
- Prepare and submit new hire paperwork for onboarding.
- Plan, organize, and oversee all aspects of the ONMM residency program orientation for trainees.
Program Accreditation
- Support the program director to obtain and maintain ACGME accreditation.
- Assist program director with preparing for ACGME self-study, site visits, and sponsoring institution special reviews.
- Track, report, and ensure compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialling trainees.
- Regularly update residency program information in ACGME's Accreditation Data System to meet requirements and prevent citations.
- Prepare required documents for clinical competency committees, program evaluation committees, and faculty meetings.
Resident Education
- Provide administrative supervision and support to residents and act as a liaison between residents and clinic/hospital administration when necessary.
- Create and maintain resident didactic schedule including securing space, speakers, ordering food and documenting attendance.
- Create and populate residents' rotation schedules in the resident management system.
- Schedule in-service exams and proctor when applicable.
- Complete credentialing packets for off-site rotations.
- Arrange appropriate elective and required rotations for residents and coordinate medical student rotations as appropriate.
- Manage electronic evaluative processes of the trainees, program, faculty, and rotations.
- Schedule, prepare information packets, and attend monthly faculty meetings and Clinical Competency Committee and Program Evaluation Committee meetings; record meeting minutes; and maintain documentation from each meeting.
- Serves as staff support for GMEC and subcommittees. Collaborates with GME Leadership to prepare its ACGME-accredited programs for ACGME accreditation and clinical learning environment visits and processes.
- Administers institutional evaluations and tracks rotation evaluation completion rates for the sponsoring institution to remain in compliance. Monitors corrective actions and any required review report follow up pursuant to GMEC. direction.
- Develop, maintain and communicate accreditation dashboards reflecting accreditation, common program requirements and the clinical learning environment.
- Create and maintain educational quality dashboard, develop and generate statistical, demographic and narrative reports to meet accreditation and operations requirements.
- Participate in design and implementation of assessment tools and systems that reflect program requirements, outcomes, and improvement cycles.
- Oversee and enter data from affiliated residency and fellowship programs, work closely with participating site coordinators to obtain data, and ensure data is entered in residency management software and WebADS Case Logs.
- Assists the Assistant Dean of GME/Designated Institutional Official (DIO) with administrative/special reviews/mock site visits to ensure programs are meeting ACGME and institutional requirements.
- Provides high-level administrative and technical assistance to DIO and conducts tasks such as meeting preparations, written and verbal communication with participating sites, recording meeting minutes, and planning and preparing for appointments and travel.
Professional Support for Physician Program Director, Resident Physicians and GME Office
- Support the program Director concerning office management issues, activities, and projects, Identify and evaluate methods to improve workflow and cost effectiveness. May assist in program-level policy development.
- Prepare reports/scorecards and analyze data to ensure compliance with accreditation and program requirements for clinical and educational work hours, evaluation completion, scholarly activity, faculty development, and case logs/procedures.
- Plan departmental annual events, such as recruitment, orientation, graduation, Thank a Resident Day, faculty meetings, and other program-related events.
- Serve as contact person for the interpretation and application of policies, procedures, program guidelines.
- Identify and report compliance issues and assist in correcting situations resulting in resident work hour violations.
- Document verification of training for medical specialty boards for each resident as per the ONMM specialty board's requirements.
- Maintain all resident alumni files.
- Update residency program's website.
QUALIFICATIONS
Education
- Bachelor's degree preferably in business/health administration, English, or health-related discipline or equivalent experience. Four (4) years of relevant GME experience and TAGME Certification may be considered in lieu of degree in addition to experience below.
- Four (4) years of relevant GME experience and TAGME Certification may be considered in lieu of degree in addition to experience below.
Experience
- Applicants with a minimum of 3-5 years in Graduation Medical Education and ACGME training program administration is preferred.
Skills and Abilities
- The ideal candidate will have experience and knowledge of graduate medical education accreditation processes, must be self-motivated, be able to complete work independently and collaborate with others, possess an authentic and direct communication style, excellent written and interpersonal skills, and emotional maturity with the essential ability to demonstrate tact, job diplomacy, manage multiple projects, and meet deadlines.
- Candidates must be able to organize information, handle sensitive information with absolute confidentiality, and make sound decisions independently or escalate issues as needed. Essential functions of the position require strong organizational, administrative, supervisory, and prioritization skills; be detail oriented with excellent follow through skills, possess leadership abilities, and exercise good judgement. This position requires balancing multiple projects and interfacing with internal and external constituents while meeting deadlines, achieving desired results, and maintaining positive relationships.
- Pay is commensurate with experience and education.
- Full benefits package available for full-time employees
- Health & dental insurance
- Optical insurance available
- 401K Retirement
- Multiple supplemental insurance plans available
- Life insurance
- Short-term disability coverage
- Many other benefits available for full time staff
Noorda College of Osteopathic Medicine is an Equal Opportunity Employer and does not discriminate against individuals in any phase of the application or employment phase on the basis of race, religion, creed, color, national origin, sex, sexual orientation, gender identity or expression, age, ancestry, physical or mental disability, medical condition including medical characteristics, marital status, veteran status, economic status, genetic identification, political belief, or any other classification protected by applicable local, state or federal laws. We encourage all qualified individuals to apply.
Type: Full-time
Pay: $55,000.00 per YEAR
Expires: 04/27/2024
About
Noorda College of Osteopathic Medicine
The Noorda College of Osteopathic Medicine is seeking qualified candidates to support our unique, innovative curricular model designed for a modern-day medical school. We have received pre-accreditation status with the Commission for Osteopathic College Accreditation and will have three cohorts of medical students (totaling more than 400 students) enrolled in Fall 2023. Located in the beautiful Utah Valley in Provo, the campus is surrounded by the Wasatch Mountain range and Utah Lake. In September of 2023, we moved in to our, state-of-the-art, 140,000 square foot academic building.