Senior Education Program Coordinator - Residency - Hybrid

The Senior Education Program Coordinator will work in collaboration with the Director of Education Administration, Assistant Director of Education Administration, Subspecialty Program Directors, and subspecialty program coordinators to support education programs. The Senior Education Program Coordinator will administer the Department of Medicine Grand Round series, ensure a standardized method of fellowship training operations, monitoring, and tracking and will ensure 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 Department of Medicine education programs.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Grand Rounds

• In collaboration with the faculty director for Grand Rounds, plans, schedules and coordinates weekly hybrid Grand Rounds Seminar.
• Prepares, completes, and submits all paperwork for the Office of Continuing Professional Development and other regulatory and crediting agencies.
• Works closely with the Office of Continuing Professional Development to maintain an understanding of all CME requirements.
• Develops and maintains the Department of Medicine Grand Rounds series website.
• Monitors the Department of Medicine Grand Rounds general inbox and email list.
• Helps identify, document, and resolve any conflict-of-interest situations arising with the presentation of Grand Rounds.
• Organizes all audio visual or electronic/ virtual needs for Grand Rounds.
• Books meeting space and organizes food coordination for Grand Rounds.
• Produces all communication about Grand Rounds speakers, venue information and CME credits.
• Coordinates all logistics for visiting professors and special Grand Rounds lectures.
• Maintains and tracks all documentation for planning of Grand Rounds and presentations.
• Collaborates with divisions to help attract quality speakers and gather all paperwork required for presentations.

Department of Medicine Fellowship Program Coordination

• In collaboration and conjunction with the Director and Assistant Director plans and creates standardized procedures of operation for all education programs within the Department of Medicine for improved tracking, monitoring, and reporting both internally and externally.
• Consistently reviews New Innovations for all DOM residency programs and fellowship programs to ensure accurate data.
• Prepares and distributes the annual DOM Fellowship face sheet.
• Monitors, tracks, and collects data pertaining to residency and fellowship awards, alumnae database and accurate lists of current trainees.
• Facilitates data gathering, monitoring, and reporting for all internal and external Annual Reports and evaluation of trends for quality improvement.
• Creates, distributes, evaluates, and maintains surveys as necessary.
• Contributes to an education newsletter by soliciting information from fellowship program directors and program coordinators.
• Collects match data from all fellowship programs for tracking and communication purposes.
• Works with program leadership to collect, analyze and distribute data around matching trends, ACGME survey trends and graduate survey result trends.

Program Accreditation and Compliance

• Works closely with the Director to maintain an understanding of ACGME and ABIM policies and procedures.
• Assists in maintaining all essential documents required for program accreditation and ensures resident/fellow reporting compliance.
• Schedules biannual Pod meetings and Clinical Competency Committee meetings.
• Organizes and prepares and distributes materials for faculty advisors and Program Directors for biannual Pod and Clinical Competency Committee meetings.
• Tracks and reports annual milestones to the American Board of Internal Medicine (ABIM).
• Tracks and reports biannual milestones to the Accreditation Council for Graduate Medical Education (ACGME).
• Under the direction of the Director, completes crucial components of the annual ACGME ADS update.

Other

• Develops letters, presentations, announcements, and other written communications as appropriate; all documents must be of the highest caliber of refinement and professionalism.
• Leads or participates in relevant special projects and serves on departmental and hospital committees, as requested by the Director.
• Consistently meets all deadlines for deliverables or activities as established by the Vice Chair for Medical Education and the Director of Education Administration and hospital policies and standards.
• Performs other duties as assigned and/or required.

QUALIFICATIONS:

Level of education required:

• Minimum of a high school diploma or GED required. Bachelor's degree preferred.

Work experience required:

• Minimum of 2 years applicable work experience required.
• Some additional training in office systems or other post-high school education preferred.

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