Residency Program Coordinator
POSITION SUMMARY :
With wide latitude for initiative and independent, professional judgment, candidates for this position must gather and interpret data and prioritize information regarding the Anesthesiology Residency Program, residents and faculty. Advanced graduate medical education knowledge and skills preferred. Must be proficient in Microsoft Windows word processing, Excel, PowerPoint, Google, and have the ability to quickly learn various required software. Meticulous attention to detail required.
This candidate must have superior interpersonal and organizational skills and must be sensitive to confidentiality as the candidate will provide primary administrative support to the Anesthesiology Residency Program Director (PD), and Assistant Anesthesiology Residency Program Directors (APDs). This includes time management and calendaring for the Directors, prioritizing competing demands, and delegating matters as appropriate.
The Residency Program Coordinator is responsible for managing the coordination with operations and communications for all NYS, institutional, and departmental components within the accredited residency training program in anesthesiology. The position requires a comprehensive and detailed understanding of NYS policies and hospital policies, utilizing initiative and independent judgment.
This position will continually project-manage a wide range of programs, alongside the Education Coordinator (EC) and Directors, including long range planning, recruiting trainees, maintaining databases, communicating with faculty and trainees regarding a range of issues, and communicating with internal and external programs. Demonstrates IICARE values in each of the major responsibilities.
TYPICAL DUTIES AND RESPONSIBILITIES :
General Duties: Coordinates with EC to help plan, organize, and direct the daily activities of one of the largest residency programs at URMC, including, but not limited to:
Working collaboratively with the EC to meet the goals and needs of the residency program.
Managing trainee mandatory training, surveys (ACGME, GME)¿ Specialty Board required reporting¿ Resident and Fellow Work Hour requirements per ACGME and New York State law¿ SMH mandatory requirements in MyPath¿ SMH annual health updates and Vaccination Requirements
Acting as primary liaison between trainees, faculty, program leader-ship, administration, human resources, benefits, GME Office, payroll, communications office, IT and other internal departments and external agencies¿ Managing promotions, new hires, visas¿ managing leaves of absence, disabilities, vacations¿ advising on space planning for trainee office space, lounge space (aka sleeping accommodations) and other required spaces¿ approving and managing vacations, leaves, disability requests¿ managing professional society membership and meetings¿ initiating, coordinating, and managing educational events, research events, poster sessions, well-being initiatives, etc.¿ Managing offboarding procedures and compliance for all graduating trainees.
Developing and directing program operations to ensure internal and external requirements are met¿ maintaining, distributing rotation goals, objectives and evaluations as re-quired by ACGME (rotation, faculty, peer)¿ analyzing and reporting data to Clinical Competency Committee¿ creating and maintaining clinical rotation schedules, on-call schedules, elective opportunities and clinical conference schedules. Serves as a liaison between residents and hospital administration when necessary. Communicates with other hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations, as necessary.
Keeps abreast of specific ACGME, ABA and other national accrediting agencies.
Will be generally available during normal work hours via phone, pager, and/or email to the PD, APDs, EC, Clinical Coordinator, and chief residents regarding clinical and education assignments, and emergency resident clinical scheduling issues and changes.
Attends, participates, and manages in keeping minutes in department Program Education and Evaluation Committee and Clinical Competency Committee meetings.
Attends and participates in institutional monthly GMEC Program Coordinator meetings and the annual GMEC PD/PC retreat; attends annual ACGME and anesthesiology national conferences for Residency Program Administrators, as appropriate.
Clinical – manages and tracks duty hours, case logs, vacation and sick days, and leaves of absence for residents.
Educational – oversees and manages the scheduling of all educational conferences and maintains attendance logs. Dissemination of educational calendar (including but not limited to exam dates, promotion meetings), as appropriate to department via appropriate medium (intranet, flyers).
Assists EC, as needed, with resident didactic schedules.
Manages and organizes coordination of non-anesthesiology resident rotators, as appropriate.
Coordinates the new trainee two-month orientation schedule which recurs multiple times during the year.
Manages departmental resident orientation schedule annually.
10% Evaluations (milestones, competencies)
Compiles, edits, and verifies reporting and processing data regarding evaluations and milestones.
Manages oversight of evaluations of non-anesthesiology resident rotators (i.e. OMFS, EM)
Manages departmental residency recruitment budget and calendar. Implements processes to reduce cost when appropriate while maintaining high standards.
Designing, editing and improving program marketing materials as well as oversight of accurate program and resident data in GMETrack, which feeds AAMC for medical student/UME use¿
Managing recruitment databases and program's National Residency Matching Program information (re-quired oversight for initiating match status, program status, numbers of positions, levels of positions, accurate program data, etc.)¿ managing ERAS PDWS, Thalamus, Cortex (Invitation, application, Interview and reporting mechanisms for recruitment)¿ inviting applicants to interview, planning and scheduling all desired candidates for their faculty interviews¿ expert level knowledge of national matching policies and guidelines, as well as diversity, equity, and inclusion initiatives. Ensuring all applicants sign ACGME and GME required acknowledgements of documentation and ensure distribution of same including but not limited to contracts, benefits, stipends, etc.
Plans recruitment lunches and dinners for recruitment season and processes all invoices.
Distributes post-match surveys, analyzes results and provides feedback to PDs and PEEC.
Runs reports as needed to support the recruitment process
Negotiates, verifies and analyzes expenditures related to the recruitment process.
Manages resident compliance with administrative matters including (but not exhaustive) health updates, EAP onboarding, HCS enrollment, and MCIC training completion, ABA registration, RQI enrollment, POCT.
Manages process of maintenance of personnel records completing and submitting paperwork to update levels of training and annual salary changes.
Implements new process for storage of records older than 15 years.
Responsible for accuracy when inputting new residents into ACGME and MedHub systems; adds new residents and faculty to web-based evaluation system.
Liaison for new residents with account setup in TrueLearn, Open Anesthesia, and any other Anesthesiology Residency Specific software applications.
Oversee new resident membership applications to local (NYSSA), and national (ASA, IARS) organizations.
In partnership with EC and PD, prepares paperwork for annual accreditation review – including but not limited to WebADS, RTID, FREIDA, ACGME, self-studies, and site visits.
Inspect and analyze duty hours for residents to ensure compliance with NY State 405 regulations weekly for GME and the program; investigate potential violations and provide feedback to the Program Director.
Developing, managing, and tracking processes for required data reporting and metrics¿ interpreting data and generating reports for program and institutional leadership¿ expert user and manager for muliple databases required for program management: MedHub Residency Management System¿ Electronic Residency Application System (ERAS)¿ ACGME Accreditation Data System (ADS)
Oversees, manages and tracks Case Logs – monthly for CA-3s, quarterly for CA2s
Prepares and helps manage program-specific year-end survey report of residents (and faculty as appropriate) with approval from PEEC
Manages all reporting related to hospital and NYS compliances.
Collect and distribute data for monthly CCC meetings; gather information and develop summary sheets regarding each resident for each resident advisor and committee members (including the handling of large volumes of confidential resident and faculty data). Assess, identify and communicate the needs from background material that will impact decisions regarding the CCC and/or follow-up meetings.
10% Administrative Support
Manages all resident reimbursement processing of educational accounts
Maintains relationships with outside vendors and processes invoices in a timely manner
Manage Gillies Library Anesthesiology books and recommends new titles for purchase
Coordinates and serves as a proctor for exam administrations for residents (AKTs, ITE, Basic, etc.)
Answers main Anesthesiology Residency phone line
15% Off boarding/Graduation/Alumni
Coordinates and organizes graduation activities with assistance from EC, Chief Residents, and other administrative staff.
Compiles and analyzes data from alumni surveys for program graduates after year 1 and 5 for presentation to PEEC.
Manages year-end credentialing paperwork, final evaluation forms, and closing out of accounts, emails, lockers, and identification access.
Manages all post-residency requests for credentialing, and residency file reviews, as appropriate.
5% Professional Development
Maintenance of knowledge regarding hospital, NYS, ACGME, and ABA Residency Requirements.
Completion of TAGME certification within 5 years.
Software areas that this position will be responsible for:
Pre-hire, must have proficiency in:
Microsoft Office, utilizing all of the programs within Microsoft (Excel, Word, Outlook, etc.) to work and communicate efficiently.
Google Drive, including Google Docs, Sheets, Forms, etc
Post-hire, if unfamiliar with, must acquire proficiency in the following:
MedHub software (a web-based evaluation, activity planning, financial monitor, calendar and duty hour monitoring program used throughout all GME training programs within the URMC and Medical School).
Amion Physician Attending software (a web-based scheduler for rotations, call and clinics).
ERAS and Thalamus (web-based electronic residency application systems).
Adobe Acrobat Pro
Box (collaboration and file storage software)
Applicant must able to work independently, manage multiple responsibilities and work productively with limited to no guidance in a very busy and sometimes congested environment. Applicants must be well organized, detail-oriented, and possess strong interpersonal skills.
Bachelor’s degree with course work in health care administration preferred; or equivalent combination of education and experience. Proficiency in technology is required for this position. At least three to five years of experience, proficiency with computers and most common software packages or an equivalent combination of education and experience.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Pay Range: $ 20.00 - $ 38.46 Hourly
The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.
Location: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 052 Anesthes & Periop Med SMH