Assistant Residency Coordinator / Curriculum Assistant I

Working/Functional Title

Assistant Residency Coordinator

Position Summary

The Assistant Residency Coordinator provides assistance with programmatic support and interpretation of residency/fellowship programs through comprehensive Graduate Medical Education knowledge (GME) knowledge, practices and principles. Aids the Program Administrator with implementation of changes and completion of tasks approved by program leadership. Assists with preparation, coordination and monitoring of residency-related administrative activities in conjunction with the Residency Program Director and/or Program Administrator.  Maintains schedules, calendars and other communication tools to ensure residents and faculty complete program requirements as well as provides administrative support to residents and faculty as needed.

Resident/Fellow Coordination/Scheduling (40%)
• Works with Program Administrator to development and manage rotation schedules and communicates with off-services and outside hospitals/residents as needed
• Manages an appropriate advancement schedule for off cycle residents/fellows, incorporating remaining rotations required
• Completes analysis of work hours (including determining reason for work hour violations and/or trends), patient diagnosis logs and evaluation compliance; follows up if needed with the Program Administrator
• Manages resident on-call schedule including tracking and distribution.
• Compilation of credentialing documents for Program Administrator to review/submit
• Applies knowledge to answer incoming resident/fellow credentialing questions
• Provides guidance and assistance to residents/fellows with administrative matters (e.g. loan forbearance forms, research posters, etc.)
• Creates/manages evaluations of rotations/residents/faculty through New Innovations platform
• Proctors Psychiatry Residency In-Training Exam (PRITE) for residents/fellows

Recruitment (20%)
• Compiles residency recruitment ranking materials
• Organizes and arranges faculty members and current residents/fellows for interviewing candidates with support from Program Administrator
• Arranges itineraries and schedules for candidates via interviewing platform
• Responsible for the coordination and successful operation of recruitment day activities
• Updates content for recruitment materials
• Makes recommendations to the Program Administrator for process improvements

Curriculum Management (20%)
• Assists with implementing and/or revising Program Requirements that are integrated into the training program
• Assists with ensuring curriculum requirements are met by training level and accreditation
• Prepare and assist in implementation of the program orientation process
• Assists in the collaboration with internal departments, external training sites, and organizations on educational requirements
• Assists with the development and execution of innovative strategies which may be presented at institutional or national forums
• Tracks resident/fellow completion of required educational events
• Assists in the creation of processes for tracking data
• Assists with the administrative and support for residents/fellows and investigates any questions and/or concerns through confidential concerns process
• Functions as a liaison between the residents/fellows, Program Administrator, Program Director, and faculty

Program Accreditation and Compliance (10%)
• Assists in educating new Program Directors and residents/fellows on accreditation, institutional, and/or Department policies and procedures
• Assists with monitoring of program policies to ensure alignment with institutional policies and accreditation requirements
• Assists with revision/implementation of new policies and procedures in collaboration with the Curriculum Coordinator II
• Assists with the updates/revisions to the administrative training manuals/materials
• Monitoring of Program Letters of Agreement and alerting Program Administrator when letters need to be updated/revised

Finance Responsibilities (5%)
• Coordinates with business office regarding projected rotation schedule and off-cycle residents/fellows
• Processes expenses and reimbursements for residents/fellows

Other duties as needed (5%)

Minimum Requirements

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in Health Education or a related field; one to three years of related and progressively more responsible or expansive work experience and knowledge of curriculum in the area of employment; word processing, database, spreadsheet and presentation software; or an equivalent combination of education and experience.

 

Desired Qualificat