Senior Education Program Coordinator - Residency - Hybrid

Site: The Brigham and Women's Hospital, Inc.

 

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Job Summary

The Senior Education Program Coordinator will work in collaboration with program leadership for the Internal Medicine Residency Program, reporting to the Assistant Director of Education Administration and the Director of Education Administration, to administer educational experiences for internal medicine trainees, particularly in regard to the ambulatory curriculum, and support the general resident scheduling responsibilities of the program. Ensures compliance with all ACGME requirements and adhere to all programmatic regulatory standards. Requires advanced administrative skills and experience in word processing, presentation preparation, a high degree of organization, and the ability to prioritize assignments. Utilizes enormous amount of judgment and discretion in dealing with confidential and sensitive matters and in screening and handling certain routine and administrative functions on behalf of the Medicine Residency Office.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
• Schedules all continuity clinics for residents across the program for academic year during both ambulatory and inpatient rotations.
• Communicates initial schedules for the academic year and any subsequent changes directly to administration teams at various clinic sites.
• Maintains complete and accurate clinic schedules in Amion/OnCall.
• Serves as primary administrative liaison between continuity clinic sites and the program.
• Monitors clinic session statistics per resident throughout training to ensure compliance with all ACGME and program requirements.
• Creates individualized schedules for each resident’s ambulatory/Primary Care blocks:
o Assists with creating the ambulatory curriculum map in collaboration with the Ambulatory Curriculum Director and maintain it annually, including identifying ambulatory learning days for each resident cohort.
o Serves as primary administrative liaison between subspecialty areas and the program.
o Schedules subspecialty clinics in all focus areas in collaboration with the Ambulatory Curriculum Director and the Subspecialty Education Coordinators (SECs).
o Communicates initial schedules and any subsequent changes directly to the SECs, clinic attendings or section’s administrative contact.
o Coordinates special didactic sessions, including identifying learning dates, scheduling faculty and arranging for conference room space and audiovisual needs.
o Processes and monitors residents’ Personal Day and Flex Time requests, updating clinic and ambulatory schedules as needed.
o Creates monthly Urgent Care clinic schedule for residents at the Phyllis Jen Center.
• Maintains complete and accurate ambulatory schedules on internal program website.
• Actively participates in weekly ambulatory leadership team meeting.
• Processes block schedule trade requests and shift trade requests in a timely manner, communicates changes to all parties involved, and maintains accurate schedules in Amion/OnCall.
• Ensures all trades adhere to program’s trading rules/policies and ACGME regulatory standards.
General Program Coordinator Responsibilities
• Provides support and meets regularly with program leadership concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the program leadership for improvement.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Provides administrative support to trainees. Acts as a liaison between residents and program leadership and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.
• Collaborates and participates with leadership on department-level trainee orientation activities.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office,
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees.
• Manages materials for s