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Healthcare Education Program Coordinator

2 months ago

Park Ridge, Illinois, United States Advocate Health Full time

The Healthcare Education Program Coordinator plays a vital role in the daily management of the Department's Residency or Fellowship initiatives.

As a key liaison, this position collaborates with the Supervisor of Operations and Education, Program Directors, Chief Residents, Faculty, Residents, and various administrative departments.


Key Responsibilities:


Scheduling/Data Management/Compliance: This role ensures the effective organization of schedules for rotations, conferences, lectures, and the implementation of competencies and performance evaluations. Responsibilities include tracking resident patient/case logs pertinent to the specific program.

Additionally, the coordinator oversees trainee, faculty, conference, and program evaluation processes, generating relevant reports and data to support individual and program reviews aimed at demonstrating program enhancement.

It is essential to ensure that trainees maintain current certifications, TB tests, completion of medical records, evaluations, and other program prerequisites.

The coordinator monitors residents and fellows for timely entry of work hours and compliance reporting, regularly reviewing duty hour reports and addressing compliance issues with the Supervisor of Operations & Education and the Program Director.


Communication/Meeting & Event Planning: The coordinator works closely with the Supervisor of Operations & Education and the Program Director, ensuring effective communication with education staff, chief residents, fellows, and other stakeholders.

Timely and clear communication is crucial, especially in alerting the Program Director regarding any resident performance concerns that may require counseling, overseeing the documentation of remediation or action plans.

The coordinator is responsible for preparing recommendation letters, end-of-training evaluations, specialty board letters, and verifications of trainee training, as well as planning and scheduling meetings related to the education program.

Moreover, the coordinator organizes and participates in trainee orientation and graduation events, identifying opportunities for process improvements within the education program and discussing these with the Supervisor of Operations & Education and Program Director.


Site Visits and Internal Reviews: Maintaining a comprehensive understanding of ACGME Institutional, Common, and RRC program-specific training requirements is essential.

This role involves collaboration with the Supervisor of Operations & Education, Program Director, residents, and faculty in preparation for ACGME site visits and internal reviews, including document preparation and data collection.


Resident/Fellow Recruitment: The coordinator manages the recruitment process for training programs, which includes screening applications, inviting candidates for interviews, and scheduling faculty for interviews.

It is critical to ensure that all human resources and graduate medical education requirements related to trainee hiring are completed in a timely manner.


Documentation, Record Keeping, and Reporting: The coordinator maintains necessary resident/fellow data in E*Value, continuously seeking more efficient methods for coordinating activities within the training program.

Accurate and up-to-date trainee data entry is a priority, along with collecting and compiling data related to the education program for reporting and accreditation purposes.


Other Responsibilities: The coordinator establishes priorities and deadlines to ensure efficient coordination of the education program's activities.

Providing administrative support related to the education training program as needed, planning educational meetings and agendas in conjunction with the Supervisor of Operations & Education, and taking minutes at educational meetings are also key tasks.

This role acts as an information resource for resident/fellow-related matters, staying informed of new changes and attending relevant annual meetings.


This job description outlines the general nature and level of work expected from the incumbent. It is not intended to be an exhaustive list of activities, duties, or responsibilities required of the incumbent, who may be asked to perform other related tasks as necessary.