Residency Program Coordinator II

Job Summary:

The Residency Program Coordinator II will oversee the day-to-day operations of the Residency Training Program at Charles R. Drew University of Medicine and Science. This role serves as a vital liaison between residents, faculty, and staff members, ensuring seamless communication and collaboration. The Residency Program Coordinator II is a key member of the Program leadership team, contributing to the success of the program.

Key Responsibilities:

• Program Management: Manage the Residency Program's operational activities, ensuring goals and objectives are met.
• Liaison and Communication: Liaise with the Program Leadership on program evaluation, remediation of deficiencies, and development of best practices to ensure compliance with accreditation standards.
• Resident Support: Consult with the Program Director and advise on issues concerning resident selection, appointment, reappointment, and termination requirements and policies.
• Interview Processes: Partner with the Program Director and faculty to ensure efficient and effective residency candidate interview processes; advise resident-candidates on the resident selection process.
• Administrative Support: Assist the Program Director in responding to and resolving resident issues and program administrative problems; aid in designing processes to address identified problems.
• Workload Management: Organize the residency program's administrative workload, monitor the status of work in progress, and keep the Program Director informed of activity priorities and deadlines.
• Policy Interpretation: Provide management support to residency program personnel (faculty, residents, & staff) by interpreting organizational and departmental policies, standards, operational procedures, and guidelines; support the Program Director in creating program-specific policies.
• Curriculum Development: Assist the Program Director and faculty in the development of program curriculum, including integration and evaluation of core competencies into all educational activities.
• Resident Scheduling: Monitor resident schedules to ensure resident and faculty compliance with ACGME work hours policies. Ensure timely logging of duty hours in the New Innovations Residency Management System. Bring discrepancies to the attention of all affected parties for correction.
• Resident Experience: Monitor and ensure accurate logging of residents' procedural, operative, and patient care experiences. Bring deficiencies to the attention of the Program Director and faculty for correction.
• Reporting and Compliance: Report to GME staff (GME administrator, GME director & DIO); receive directions and support from GME staff to ensure effective functioning as the residency program coordinator and compliance with all program and sponsoring institutional requirements for continued accreditation.
• Correspondence: Compose confidential and substantive program correspondence under the direction of the Program Director and GME staff.
• Administrative Planning: Support administrative planning of annual Community Health Rotation, orientation, and onboarding/off-boarding process under the direction of the Program Director and GME staff.
• Liaison and Documentation: Serve as liaison between the residency program and GME office as well as various agencies, organizations, and groups such as clinical partners. Prepare, distribute, and record a variety of documentation associated with program operations (outside rotations credentials, Program Letters of Agreement, etc.) under the supervision of the Program Director and the GME oversight.
• Data Management: Manage computerized information systems related to collecting and storing program data, generating management reports and documentation. Design plans for data gathering and analysis.
• Record Compliance: Assure resident/fellow records are compliant with ACGME requirements.
• Attendance and Payroll: Monitor resident attendance and submit bi-weekly computerized payroll. Oversee all resident-related human resources functions including contracts, on-boarding functions, leave and disability documentation, promotion, and termination documentation.
• Knowledge and Trends:
• Professional Development: Maintain a fund of knowledge related to changes and current trends within the specialty of the residency program, ACGME, and other related entities; apply current information to daily work routine; provide guidance to faculty regarding new information.
• Licensure and DEA: Act as liaison with the Medical Board of California to ensure residents' timely acquisition of the California medical license and DEA (Drug Enforcement Authorization). Design and implement processes to facilitate problematic licensure applications.
• Professional Conferences: Attend annual professional conferences to improve knowledge and skills in graduate medical education standards and best practices.
• Resident Well-being: Support resident well-being. Under direction from the Program Director and GME staff, monitor work environment stress, and facilitate referrals to internal and external psychosocial support professionals.
• Purchasing and Reimbursement: In collaboration with GME staff, complete purchasing and purchase requests for residency program and program personnel. Review monthly financial data, prepare and mark reimbursement vouchers, travel requests, capital requests, etc. Actively participate in all cost containment measures at the office/department level.

Qualifications/Requirements:

• Education: Bachelor Degree required or equivalent experience.
• Experience: Two years administrative experience in graduate medical education (preferred), or healthcare administration, healthcare regulatory compliance, or academic medicine.
• Knowledge/Ability/Skills: Detailed knowledge of the ACGME accreditation standards and processes, including core principals of graduate medical education. Experience in heavy volume project management. Understanding of human resources processes. Documented capacity for self-direction and independent functioning. Superior organizational and project management abilities. Strong working knowledge of Microsoft Word, Excel, PowerPoint. Facility in mastering new computer software programs. Effective communication and interpersonal skills. Excellent problem-solving and critical thinking abilities.

Complexity:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally required to work in confined space.

Mental Demands:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. As a condition of enrollment and employment, students, faculty, and staff must comply with the current CDU COVID-19 requirements as described on the CDU COVID-19 webpage. Please visit the CDU Return to Campus website or email the Campus Nursing Office at
• Ability to work effectively with a diverse community.

Compensation:

• $66,560 - $70,000

Position Status:

• Full Time

Conditional Statement: The employment status of this position is classified as 'Conditional'. Conditional employment means that the job exists contingent upon funding limitations of restricted funds or, the duration of a specific program, project, grant or contract. The duration of grant for this position is through June 30, 2024.

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement: Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local 'Fair Chance' laws.