Rural Track Program Coordinator (Administrative Coordinator)

Department Overview

This position supports OHSU Family Medicine Residency Rural Track Program (RTP) related activities in-person in Madras, Oregon. This position is known nationally as a Residency Coordinator and is primarily focused on the day-to-day logistics and support tasks for a medical residency program. The RTP Coordinator will be hands-on with scheduling, communication, and record-keeping.

 

The RTP Coordinator participates in Graduate Medical Education (GME) program development and related projects from inception to project implementation.

 

The coordinator supports the RTP Program Directors, community liaisons, residency faculty and other administrative staff to coordinate the scheduling processes for all required clinical and didactic experiences.

 

This position collaborates with the urban OHSU Family Medicine Portland Residency coordinators and directors, community liaisons, and residency faculty.

 

The RTP Coordinator will develop local relationships to fulfill the mission of the RTP and carry out necessary activities. Local travel includes meetings with health professionals and clinic sites, with occasional regional or statewide travel.

 

This position will require a thorough and detailed knowledge of national accreditation requirements specific to Family Medicine as set forth by the Accreditation Council of Graduate Medical Education (ACGME) and American Board of Family Medicine (ABFM). The role also requires detailed knowledge of hospital and clinic policies, as well as a high degree of initiative, independent judgment, problem solving, technical abilities, and leadership skills. 

 

The person in this position must be able to develop processes to evaluate the effectiveness of procedures, analyze data from evaluations, and recommend appropriate changes.  This position requires a high level of  understanding of technology and the ability to adapt and learn new systems in a fast-paced, changing environment.

 

This role requires independence, yet operates under the supervision of the Rural Track Program Manager.  As such, the person in this role must be able to determine when faculty or supervisors need to be involved in the decision-making process.

Function/Duties of Position

Key Responsibilities & Performance Standards

COLLABORATION ACROSS RESIDENCY PROGRAMS

• Maintain strong collaboration with the overlapping urban Portland Residency program.
• Foster strong, reciprocal relationships with faculty, residents, and administrative staff in both settings to ensure alignment of onboarding, orientation, curriculum, goals, and resident experiences.
• Maintain active involvement in the tracking processed for first year residents by staying informed of ongoing developments, ensuring clear communication with Portland coordinators, and verifying that all relevant information is consistently received and understood by the RTP Program Director.
• Support the transition for residents moving from Portland to Madras

PROGRAM COORDINATION AND RECORD KEEPING

• Help achieve long-range objectives, short-term operational goals of the program and assist in the development of operating plans.
• Maintain graduate database and processes verification requests.
• Track and/or verify resident applications for board certifications, licensing, or other credentialing paperwork.
• Serve as a point of contact between residents, faculty, and hospital administration. This often involves relaying information about policies, changes in schedules, and other important updates.

RESIDENT SCHEDULE CREATION AND MANAGEMENT

• Schedule and coordinate the multiple resident learners working in clinical sites in Central Oregon, seamlessly integrating ACGME, program, department, and learner needs with the needs of preceptors, faculty, clinical sites, and health systems. (e.g., continuity clinic sessions).
• Collaborate with Portland faculty and administrative staff to create the Year One resident rotation schedules and verify that all relevant information is consistently received and understood by the RTP Program Director.
• Lead the development of Year Two and Three schedules.
• Ensure all schedules align with educational requirements and incorporate components such as inpatient rotations, call, continuity clinic, and specialty clinics. Manage schedule change requests throughout the academic year to maintain accuracy and compliance.
• Update and distribute rotation schedules for residents (e.g.,QGenda, Kronos and MedHub).
• Adjust shifts for residents due to last-minute changes (e.g., illness, emergency).
• Confirm and update external rotation schedules and onboarding.
• Coordinate scheduling and de