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Preventive Medicine Program Coordinator
2 months ago
Program Specialist V: With oversight and direction from the Preventive Medicine Medical Director, the Preventive Medicine Program Coordinator is responsible for the administrative management of the Office of Preventive Medicine which includes the DSHS Preventive Medicine Residency Program, Capitol Health Services Clinic (also referred to as the Capitol Nurse Program), and medical school outreach and coordination. This position requires a high degree of initiative, independent judgement, organization, and discretion. The Preventive Medicine Program Coordinator will assist with a wide range of programmatic issues including long-term planning, recruiting residents, developing projects and reports, analyzing administrative workflow, maintaining databases, communicating with residents and faculty, scheduling programmatic activities for residents and faculty, and coordinating internal and external program relations. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
ADMINISTRATIVE MANAGEMENT (35%)
Provides day-to-day management to all administrative functions within the Office of Preventive Medicine. Assists with and coordinates the annual review, revision and distribution of program manual and the review, revision, and distribution of the residents’ annual schedules. Produces and distributes monthly reports and rotation schedules. Coordinates events (e.g., resident lunches, retreats, orientation, and graduation). Provides administrative support to the Office of Preventive Medicine Leadership, current residents, and the residency committees. Assists with scheduling faculty meetings, conferences, lectures, didactic seminars, journal club, resident clinics, rotations, webinars, and self-study activities. Provides administrative supervision and support to current residents and visiting residents/medical students to coordinate elective experiences.
POLICY, CREDENTIALING, AND EVALULATION (15%)
Develops program policies, procedures, and training manuals. Conducts evaluation activities including creating, distributing, and analyzing resident and faculty surveys. Tracks and monitors resident duty hours, conference attendance, board eligibility, licensure requirements and any other necessary credentialing necessary for residents and faculty. Tracks and monitors licensure and certification renewals for the Capitol Health Services Clinic. Manages materials for specialty specific training exams and may assist with proctoring of exams. Creates and disseminates reports.
Understands and maintains current knowledge of the Accreditation Council for Graduate Medical Education (ACGME) institutional, core and program requirements. Coordinates site reviews for accreditation and quality improvement. May attend ACGME or preventive medicine related conferences.
RECRUITMENT AND OUTREACH (15%)
Performs outreach and marketing, coordinates mentorship and training activities, and provides technical assistance and consultation to stakeholders including DSHS staff, local health departments, academic partners, fellows, interns, and residents.
Organizes meetings and workgroups, takes detailed minutes, and tracks action items. Meetings include lectures, professional development sessions, informational sessions, and 1:1 meetings. Communicates with internal and external stakeholders verbally and in writing related to meetings and workgroups including emailing potential lecturers and speakers, making calendar invitations, scheduling rooms, sending reminder emails, organizing, and distributing meetings materials, and updating agendas and other documents as appropriate.
Assures the integrity and operation of the application cycle including application, interview, ranking, credentialing, and on-boarding/hiring process. Manages the Electronic Residency Application Service (ERAS) database. Schedules and attends recruitment events and develops offer letters.
INFORMATION TECHNOLOGY (10%)
Develops and maintains all program, resident, and faculty data. Provides updates to the Accreditation Data System (ADS), American Medication Association Residency and Fellowship Database (FREIDA), Graduate Medical Education Track (GME) Track, National Resident Matching Program (NRMP), Electronic Residency Application Service (ERAS) and Accreditation Council for Graduate Medical Education (ACGME) databases accurately and in a timely manner. Provides technical support for faculty in webinar development, video conferencing and teleconferences. Maintains the Preventive Medicine Residency mailbox, website, and social media.
CROSS-COLLABORATION AND SUPPORT (20%)
Provide administrative support to programs across the Center for Public Health Policy and Practice, with a focus on workforce pipeline programs. Conduct outreach to promote workforce pipeline programs. Cross train in tasks associated with CPHPP programs and activities to ensure knowledge of center activities. Create marketing materials and provide written and verbal communication to internal and external partners to promote CPHPP activities. Assist in creation and implementation of workforce pipeline programs activities. Create and update SOP manuals for all programs. Edit website content for CPHPP.
OTHER DUTIES (5%)
Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. The Deputy Commissioner Division is an active partner in response activities. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
•Knowledge of public health, health education, and health communication
•Knowledge of best practices in public health workforce development
•Knowledge of Survey Monkey and similar programs
•Skill in oral and written communication
•Skills in in managing/tracking information and data in Excel or other data management tools
•Skills in Microsoft Suite
•Skills in interpersonal communication
•Skills in oral and written communication
•Skills in organization
•Ability to problem solve
•Ability to collaborate with colleagues and work in a team environment
•Ability to handle multiple tasks, competing priorities, and deadlines
•Ability to prepare informative written reports
