Administrative Coordinator

Department Overview

The office of Graduate Medical Education coordinates house staff appointments and assignments. The office also assists in assuring excellence in the training programs and in serving prospective, current and past residents and fellows.

 

The purpose of this position is to provide project management skills for multiple projects as follows:  managing incoming and outgoing trainee verifications and certifications as required for by the Accreditation Council of Graduate Medical Education (ACGME); directing annual orientation for incoming residents/fellows; managing the ordering of coats/scrubs for all trainees; maintaining integrity of resident/fellow information and program data in the MedHub, Graduate Medical Education (GME) residency management database; coordinating call rooms and space requirements; ordering business cards. In addition, this position may be responsible for administrative support for various GME events throughout the year including GME Community of Practice monthly meeting, GME Committee meetings.

This position also manages the yearly on-boarding of 300 trainees, off-boarding of 300 trainees, and reappointment of 650 trainees. Due to the nature of GME, this position must be staffed by someone who is adaptable to change, willing to learn new things, is extremely detail-oriented and can multi-task in a busy environment. In addition, the ability to apply critical thinking skills and communicate clearly is necessary.

Function/Duties of Position

Information: Interacting with trainees, university faculty and staff and the public in person, over the phone and via written communication regarding the interpretation of policies and procedures pertaining to GME, all with the purpose of serving as advocate for the residents/fellows. Serve as the central point of GME knowledge for other GME staff, university personnel, residents/fellows, and the public. Responds to a high volume of daily inquiries via email and phone about specific OHSU GME information and services with an understanding that GME is dynamic with constant changes. Must be able to answer questions from incoming, off-boarding, and returning trainees regarding benefits, paid time off, parking, payroll, on-line training modules, licenser, contracts, meal tickets, equipment ordering, name changes, scrubs and lab coats, the VA and other aspects of training at OHSU. Each of these topics has a unique process that changes annually and is dependent on if the trainee is incoming, outgoing, or returning.Assist in managing the organization and maintenance of electronic filing systems; maintain logs and statistics related to over 975 residents/fellows in 100 ACGME accredited training programs.

Facilitating the intake of approximately 300 new residents/fellows, returning of 650 residents/fellows, and off-boarding of 300 trainees. Entering and auditing data for incoming residents into MedHub, our residency management system and generating reports for incoming, exiting, and returning trainees.

• Manage the verification of education and/or training for over 300 incoming residents/fellows each year as well as the outgoing final evaluation for all outgoing trainees. As well as ordering and maintaining the ordering of lab coats and personalized scrubs for every trainee. These tasks require extreme and consistent attention to detail and ability to use judgment to make independent decisions about the information received. The verification and evaluation processes are necessary and mandated by the ACGME and are required for all 100 accredited programs.
• The intake process also includes giving presentations on GME topics and policies (referenced in section 1) as well as coordinating orientation for incoming trainees each June and July. Orientation includes developing the educational content for on-line modules, coordinating speakers from across campus and assuring presentations meet regulatory requirements for incoming interns, residents and fellows. Requires in-depth knowledge of voice-over power-point recording and the development and employment of asynchronous learning systems for on-boarding trainees.

Directly oversees the ordering of official certificates of completion for 100 programs and 300 residents and fellows by interfacing with the certificate vendor to ensure smooth and efficient processing and delivery. This includes working with MedHub to pull accurate reports. This also necessitates the ability to think of continual improvements and efficiencies to the process. Being the vendor contact requires quick and clear communication with multiple parties including the 975 trainees, the Program Coordinators, and OHSU’s marketing department regarding correct branding compliance.

This role manages the space that is used by residents and fellows, which includes over 60 unassigned and program specific call rooms housed in various buildings