Employment Type: Full-time
Posted data: 2021-04-09
Req: R-878

Title:

107I-YN - Program Specialist 2

Business Title:

Internal Medicine Residency Program Coordinator

Location:

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

The Elson S. Floyd College of Medicine (ESFCOM) at Washington State University is embarking on the accreditation and development of a next generation medical school designed to train students to be physician leaders, who innovate, adapt and discover in an ever changing healthcare landscape. The School is now inviting applications for the position of GME Internal Medicine Residency Program Coordinator-Everett.

Summary of Duties:

The Internal Medicine Residency Program Coordinator supports and oversees the day-to-day operations of the ACGME residency/fellowship training program and provides collaborative support to ensure continued program accreditation. The Program Coordinator assists the Program Director/s and Program Administrator in developing and maintaining the educational quality of the training program. This position alongside the Program Administrator establishes systems and processes to ensure the GME training program maintains continued national accreditation and compliance with institutional, local, state, and federal regulatory standards.

The Internal Medicine Residency Program Coordinator engages in the implementation of aspects of the multifaceted ACGME requirements for their program. This position facilitates effective strategies for resident recruitment and collaborates with program leadership to ensure that the educational goals of the residency program are met. This position helps maintain the resident/fellow’s daily schedules. They should be knowledgeable about educational and operational activities at the various training sites in which their residents/fellows rotate.

Duties/Responsibilities:

40% Program Operations

• Meets regularly with the Program Director / Program Administrator, and GME Institutional Manager concerning program activities and the status of projects.
• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the program team for improvement.
• Enters and updates resident/fellow data into the GME Residency Management System.
• Provides training and support to all program staff for use of the GME Residency Management System.
• Coordinates departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Acts as a liaison between program and rotation sites, other participating programs, and hospital administration when necessary. Ensure all necessary information is shared with appropriate parties.
• Communicates in collaboration with the GME office with hospital departments, internal departments, and divisions regarding resident recruitment, orientation, affiliation agreements, and external rotations.
• Provides content updates of the program’s website. Working with WSU Marketing and the GME office, creates and maintains external program advertising/media through websites, brochures, postcards, publications and program handbook.
• Serves as a contact for residency applicants, answering emails and phone calls rapidly with a high degree of professionalism.
• Engages in applicant screening, reports, and updates in ERAS (Electronic Residency Application System) and assists with processes during the Residency recruitment season.
• Helps facilitate interview sessions, including the coordination of faculty interviewers and preparation for all interview days.
• Attends meetings and assists with the preparation and distribution of materials for conferences and lectures and coordinates with outside lecturers for weekly Didactics sessions.

30% Accreditation and Compliance

• Communicates residency/fellowship training program system policies and practices.
• Applies various accrediting agency requirements to support compliance, including but not limited to the Accreditation Council for Graduate Medical Education (ACGME).
• Maintains knowledge of regulations, policies and procedures set forth by Association of American Medical Colleges (AAMC), United State Medical Licensing Examination (USMLE), Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), Educational Commission for Foreign Medical Graduates (ECFMG) and others as pertains to individual programs.
• Makes recommendations for updates to programs and policies to align with GME best practices.
• Engages in reviewing residents’ duty hours and operative/case experience via regular review of data reports. Elevates any issues for appropriate resolution.
• Engages in tracking report compliance with procedures regarding licensing, moonlighting, annual contracts, and appointment of trainees. Brings identified concerns to the attention of the appropriate party.
• Assists in the preparation and participates in the ACGME self-study, focused and full accreditation site visits, and other internal or special reviews.
• Collects information and data for the ACGME annual update. Assists in entry to the ACGME ADS system during the specified time frame.
• Provides support and guidance to the Clinical Competency Committee and the Program Evaluation Committee. Provides appropriate documentation and communication of meeting outcomes.
• Provides support and guidance for the evaluative processes of the trainees, program, faculty, and rotations.
• Helps create the annual program evaluation report.

15% Resident/Fellowship Scheduling

• Helps maintain resident rotation schedules.
• Facilitates arrangements for specialty and outside rotations within program requirements.
• Prepares monthly clinic schedules for Program Administrator review.
• Distributes schedule to internal and external stakeholders.
• Processes records of resident leave (vacation, sick, etc.) and monitors mandated resident conference and didactic attendance.
• Develops rotation schedules and assignments in accordance with the accrediting body and programmatic requirements.

10% Resident/Fellowship Evaluations

• Engages in support of the development of program evaluations that measure resident/fellow performance, faculty performance, educational content rotations and the program as well as outside evaluators, including nurses, patients/patient families, staff, technicians, etc.
• Runs feedback process regarding rotation evaluations; reviews and analyze evaluation data.
• Monitors compliance rates of the evaluative processes of the trainees, program, faculty, and rotations.
• Supports the maintenance of evaluations in the GME Residency Management System to provide required data to evaluate resident performance on the ACGME program milestones.
• Gathers metrics to support the program’s ACGME Annual Program Evaluation report.
• Monitors action plans identified by the PEC and provides the Program Director, Program Administrator, and GME administration with status updates.
• Verifies and documents trainees’ status and activities as needed.

5% Other

• Perform other related work as required

Required Qualifications:

A Bachelor’s degree OR equivalent education/experience.

Additional Requirements:

• Education requirement may be substituted with equivalent experience in assistance, support, or coordination related to resident experiences (or similar) or other activities in an education, medical education, healthcare, health sciences, or equivalent setting.
• Knowledge of Microsoft Software (Word, Excel, PowerPoint, and Outlook).
• Must have solid customer service skills, both over the phone and in direct interaction with visitors and staff.

Preferred Qualifications:

• Training Administrators of Graduate Medical Education (C-TAGME) certification or ability to obtain this certification after date of hire.
• Ability to work professionally and effectively in a multi-culture environment with the community, faculty, residents, other providers, and staff.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Graduate Medical Education
City, State, Zip: Everett, WA 98201
Department Link: Graduate Medical Education
Monthly Salary: $3,294.00
FTE: 1.0
Permanent/Temporary/Project: Permanent

Screening begin date: April 16, 2021
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach a 1) resume and 2) cover letter to their online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents: Resume and Cover letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.