GME Program Coordinator

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Closing Date:

11/30/2024

Type of Position:

Administration - Outreach

Job Type:

Regular

Work Shift:

Day Shift (United States of America)

Sponsorship Available:

No

Institution Name:

University of Arkansas for Medical Sciences

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.
 

UAMS offers amazing benefits and perks (available for benefits eligible positions only):

Health: Medical, Dental and Vision plans available for qualifying staff and family Holiday, Vacation and Sick Leave Education discount for staff and dependents (undergraduate only) Retirement: Up to 10% matched contribution from UAMS Basic Life Insurance up to $50,000 Career Training and Educational Opportunities Merchant Discounts Concierge prescription delivery on the main campus when using UAMS pharmacy

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button.

The University of Arkansas is an equal opportunity, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.

At UAMS we value Diversity, Equity and Inclusion.
 

For general application assistance or if you have questions about a job posting, please contact Human Resources at .

Department:

COM | Internal Med Residency Program

Department's Website:

Summary of Job Duties:

The Program Coordinator will assist the Program Manager with the day-to-day operations of the residency program and contribute to the success of the program through support of the program director in accreditation efforts, educational programming and support of residents. The Program Coordinator must have working knowledge of the Accreditation Council for Graduate Medical Education (ACGME) and program-specific requirements, policies and procedures. The Program Coordinator serves as a liaison between program and trainees, faculty, staff, hospital administration as well as internal and external departments.

Qualifications:

High School diploma/GED plus seven (7) years of project management or office coordination experience required.

Preferred Qualifications:

Bachelor's degree in business, education, general liberal arts, or related field plus three (3) years of project management or office coordination experience.

Two (2) years of GME experience.

TAGME - Training Administrators of Graduate Medical Education certification.

Additional Information:

Responsibilities:

Coordinates the collection and data entry into the ACGME Accreditation Data System (ADS), also known as WebADS, which includes but is not limited to Resident Roster, Faculty Roster, Resident Scholarly Activity, Faculty Scholarly Activity, Milestone Evaluations, ADS Annual Update, Resident and Faculty Surveys.

Coordinates the sharing of program-specific information as requested by the COM, Program Director, and Program Manager.

Tracks and reports compliance with policies and procedures.

Coordinates and executes the archived resident files, per ACGME guidelines.

Coordinates compliance with policies and procedures by the Internal Medicine and Med-Peds residents.

Performs proctoring of testing as required by the department or GME office.

Coordinates annual events to include graduation, retreats, and various meetings.

Coordinates data collection to complete residency verifications for current and past residents in the program.

Schedules reservations for lecture halls, classrooms, and computer labs as needed by the program.

Coordinates catering for resident conferences, recruitment dinners, and lunches as needed.

Serves as the primary point of contact for purchasing and foundation requests for the program.

Coordinates travel and travel reimbursement for the Program Director, Program Manager, and residents.

Responsible for monitoring each resident's educational fund (book fund).

Responsible for calculating Meal Money allocations each month.

Provides backup support for the other Program Coordinator in the HouseStaff office.

Coordinates the distribution of program information to each applicant.

Works with the Program Manager to schedule interview dates and times for each selected applicant.

Coordinates the collection of post-interview information including faculty interviewer ranking and feedback into the applicant’s ERAS folder.

Serves as the backup host to the Program Manager for virtual interviews.

Coordinates the travel, lodging, and escorting of applicants if interviewing in person.

Coordinated all catering for in-person interviews.

Prepares the PowerPoint for the rank session.

Coordinates any changes made to interview dates.

Assists in the recruitment and scheduling of faculty interviewers.

Has working knowledge of online residency programs, such as the Electronic Residency Application Service (ERAS), the National Resident Matching Program (NRMP), the AMA Residency and Fellowship Database (FRIEDA), and other relevant data sources.

Coordinates the onboarding process for incoming residents.

Assists and monitors the collection of onboarding documents for UAMS, GME Office, VA, and ACH as needed.

Assists in the distribution of onboarding documents, schedules, and orientation materials to all incoming residents.

Coordinates the advancement paperwork for upper-level residents.

Monitors the completion and collection of all advancement documentation.

Coordinates the distribution of check-out documents, requirements, and procedures to graduating residents.

Collect and monitor the completed check-out documents from graduating residents.

Prepares and submits the residency certificate forms to the GME Office.

Ensures that the program utilizes the New Innovations software to include annual program activities: creation of personnel files, onboarding, faculty, rotations, milestones, certificates, and advancement.

Enters the resident schedules and updates as changes are made.

Enters the faculty schedules for UAMS IM faculty and VA faculty and all changes as they are made to ensure the evaluation match process can function properly.

Pulls data from New Innovations for Clinical Competency Committee meetings, Program Evaluation Committee meetings, resident advisor meetings, and program director meetings, when applicable.

Tracks resident duty hours as defined by ACGME Common Program Requirements and program-specific requirements.

Provides reports on duty hour participation and violations as needed. Works with the Program Manager and the Chief Residents to ensure participation.

Provides New Innovations reports (duty hour, evaluation compliance, milestone reporting) to the program director as requested.

Enters resident schedules into the VA SharePoint sheets for billing and staffing purposes on an annual and monthly basis. Ensures that all changes are added as needed.

Prepares the call schedule that is submitted to the UAMS Operators on a monthly basis. This includes the resident call schedules and all IM faculty call schedules. Updates the schedule as needed.

Enters resident’s archive files into App Extender software.

Pulls archived files from App Extender as needed for the Program Manager and Program Director to complete training verifications.

Verifies resident progress through the program for board eligibility and completion requirements.

Manages resident compliance with annual tasks: certifications, flu shots, TB skin tests, conflict of interest, HIPAA, and safety training.

Maintains record of resident leave, resident schedules/rotations, and final summative evaluation.

Attends classes and training sessions for Workday and travel. 

Attends training sessions for New Innovations, ERAS, NRMP, ACP, SharePoint, and others as assigned by the Program Manager and the Program Director.

Performs other duties as assigned.

Salary Information:

Salary will commensurate with education and experience.

Required Documents to Apply:

Proof of Veteran Status, Resume

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

Please contactfor any recruiting related questions.

Pre-employment Screening Requirements:

No Background Check Required

This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity. The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law. 

Constant Physical Activity:

N/A

Frequent Physical Activity:

N/A

Occasional Physical Activity:

N/A

Benefits Eligible:

Yes

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