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GME Institution Coordinator

2 months ago

Belle Glade, United States Health Care District of Palm Beach County Full time

Overview:

The Institution Coordinator works primarily as a liaison between the ACMO, Program Director/DIO, medical residents, faculty, staff, MEC, and student community.

This position provides direction, and day-to-day management of educational and departmental activities. This includes administrative support to MEC, Residency Training Program, and educational coordination between attending physicians, residents, medical students, institutional, and regulatory administrative offices, as well as assisting with overall hospital operations.

Responsibilities:

Essential Functions:

  • Must demonstrate initiative, resourcefulness, and problem-solving skills.
  • Ability to efficiently relay information in a timely, clear, and concise manner.
  • Must be organized, able to independently prioritize work, establish procedures, and ensure timely work flow.
  • Responsible for the coordination and organization of Accredited Graduate Medical Education Family Medicine Residency program.
  • Alerts the student community of upcoming application deadlines and the proper policies and procedures for interviews.
  • Responsible for providing medical students and residents with accurate information regarding their residency placement process.
  • Assist as needed with creating and managing schedules of the informational activities held during the academic term.
  • Participates in budget review and financial processes.
  • Assist in arranging contractual agreements with the residency programs rotation sites.
  • Maintains office staff, systems, and overall functions of the Residency Program. Manages and coordinates program logistics.
  • Proficiently utilize the new innovation software to manage the multiple components of the residency program.
  • Proficiently utilize the Electronic Residency Application software (ERAS) to manage residency program applications.
  • Remains up to date with ACGME requirements as it pertains to the Family Medicine Residency Program.
  • Assist the Program Director/DIO in gathering and organizing necessary documents to meet ACGME requirements for the Family Medicine Residency Program.
  • Shows proficiency and resourcefulness in assisting the residency Program Director/DIO in preparing for the residency program site visit.
  • Implements
    policies, procedures, and manages the daily operational activities and special
    program activities.
  • Maintains data system management of program, prepares monthly, quarterly and annual program reports as necessary, and schedules meetings which include all residency staff to discuss administrative issues.
  • Reports program information to National agencies and acts as liaison with outside agencies and outside rotation site personnel. Must maintain compliance with national organizations.
  • Coordinates and Maintains Data for the monthly Graduate Medical Education committee meetings.
  • Coordinates all program events including but not limited to retreats, banquets, educational lunches, and other program specific speaking engagements.
  • Assist Program Director/DIO with activities related to the recruitment and orientation of new residents. These include key activities such as recruitment events, screening, interviewing, and orientation coordination with hospital staff.
  • Coordinates the educational functions of the program with residents and attending physician speakers which includes the timely dissemination of information and documentation, which is necessary for the efficient operation of the training program.
  • Facilitates activities related to the residents successful completion of the program and preparation for the Board Exam.
  • Assists with residents schedules, rotations, and clinic hours.
  • Assists with extracurricular activities including training and educational activities.
  • Assists with current and incoming residents on such issues as scheduling, specific rotation requirements, policy and procedures, survival skills, etc.
  • Assists with documenting ongoing resident training and completion of training.
  • Assists with scheduling evaluations of all residents in program; supervising maintenance, confidentiality and accessibility of resident files.
  • Emergency duty may be required of the incumbent that includes working in special needs or Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, man-made or natural.
  • Assists with the preparation of all relevant board agenda items.
  • Maintains patient confidentiality at all times according to the hospitals established policies and procedures.
  • Adheres and follows all hospital and departmental policies and procedures.
  • Applies the hospitals principles of safety in all work practices.
  • Reports any identified safety risks or incidents per the hospitals policies and procedures.
  • Maintains a neat, orderly and safe work area.
  • Follows all Infection control and employee health policies and procedures at all times.


Qualifications:

Education:

Associate degree required. Bachelors degree preferred.

Experience:

One (1) to two (2) years office and/or project management experience required. Residency Program and/or office management experience preferred. Microsoft Office Suite skills in Word, Excel, and Power Point required. Bi/Trilingual in English/Creole and/or Spanish preferred.

Health Care District of Palm Beach County is proud to be an Equal Opportunity Employer and Drug Free Workplace. We embrace diversity and do not discriminate based onrace, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.