GME Coordinator I

Job Summary:

With oversight and direction from the GME Executive Director, the Graduate Medical Education (GME) Coordinator I coordinates the academic and operational activities of the residency program. They contribute to the development of the program educational and administrative goals. They act as a resource to train program directors, other faculty and staff, and residents.

Major Responsibilities / Duties / Critical Tasks:

• Provides support and meets regularly with the Program Director concerning program related issues and activities and the status of projects.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Compile and submit reports, with program director oversight, to the ACGME (Accreditation Council for Graduate Medical Education) and the Office of GME (Graduate Medical Education).
• Maintain NI (New Innovations) Dashboard, Program Administration, and Database components on NI.
• Maintain GME Track.

·         Maintain PLA (program letter of agreement).

·         Maintain ACGME ADS (Accreditation Data System).

·         Maintain ACGME Milestones in ADS and NI.

·         Prepare purchase orders, requisitions, and reconcile assigned program accounts.

·         Compile data and prepare reports for numerous training program related organizations.

·         Development of new procedures with the program director in response to new or revised policies issued by governing agencies, program director, or GME. 

·         Establishes relationships and acts as a liaison to other hospitals, internal departments, and divisions regarding resident recruitment, orientation, program agreements, and external rotations.

·         Acts as liaison between residents/fellows, program leadership, and GME leadership.

• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.

·         Informs residents/fellows of inter and intradepartmental policy and procedure changes, with assistance from GME office.

·         Liaison and communication with all appropriate campus offices and affiliated hospitals as well as program director.

·         Coordination and administration of specialty board examinations and in-service examinations.

·         Review of internal procedures related to all resident/fellow related functions and implementation of new procedures as appropriate.

·         Review all residency applications and screen those appropriate for interview. Evaluate residency applications for competitiveness for program and notify applicants of decision. 

·         Use knowledge of ERAS® (Electronic Residency Application Service) software to manage residency applications and compile reports as necessary.

·         Write and revise recruitment brochures and all printed materials and forms, as well as maintain all program website information.

·         Administration and coordination of all resident/fellow interviews; communication with applicants as necessary and appropriate.

• Prepare and distribute rotation, assignment, and call schedules. Maintain rotation information and any other items required in New Innovations ( NI).

·         Schedule and distribute resident conference schedules, log conference attendance and monitor compliance.

• 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.
• Submit and track all vacation/sick/floating holiday/holiday comp leave used by residents/fellows.

·         Prepare resident travel authorization; arrange travel for conferences.

·         Complete verification requests from former residents/fellows as needed.

·         Maintain files/portfolio on all residents/fellows.

·         Maintain the evaluative processes of the resident/fellow, program, faculty, and rotations.

·         Monitor resident/fellow duty hours, prepare monthly reports on case/procedure logs and duty hours for program director and GME as requested.

• Coordinates medical student rotations.
• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
• Assists in the preparation for ACGME Self Study, Site Visits, annual program review (APE), and internal/special reviews.
• Performs other duties as assigned.

Accompanying Knowledge, Skills, Abilities and Competencies:

·         Demonstrated computer proficiency in common office software applications including Word, Excel, PowerPoint, database applications.

·         Analytical and organizational skills to be able to locate, assemble, maintain, and interpret data from a variety of sources.

·         Working knowledge to be attained within 6 months of accepting position of software. applications adopted for the residency / fellowship/ educational programs.

·         Fundamental knowledge of grants.

·         Fundamental knowledge of accreditation requirements.

·         Requires oversight of performance of responsibilities.  

·         Effectively follows direction in implementation of program operations.  

Required Education / Experience:

·         Associate degree preferred.

·         One (1) year related experience required.

·         A combination of education and experience may be considered.