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Coordinator II Residency Training Program, Surgery-Administration (Onsite)

Galveston, Texas, United States

New

Clerical & Administrative Support

UTMB Health

Requisition # 2503581

Minimum Qualifications:

Associate's degree or equivalent. 3 years related experience.

Job Description:

To perform a wide variety of professional duties in the management of all medical and House Staff programs.

Essential Job Related Duties

+ Collaborates with the Program Directors to assure that the program meets or exceeds accreditation requirements

+ Knows the current ACGME program requirements

+ Organizes and maintains residency training files

+ Assists with the preparation of documentation required for accreditation (Annual Program Evaluation, Milestones, WebADS updates)

+ Manage and coordinates accreditation site visits

+ Maintain web-based ACGME surveys

+ Maintain ongoing communications with the GME office

+ Maintain evaluations and monitoring of Duty Hours through New Innovations

+ Collaborate with the Program Director and APD on didactics

+ Schedule and compile semi-annual evaluations

+ Compile data for monthly CCC meetings

+ Attend weekly Quality Improvement Conference

+ Maintain Morbidity & Mortality case lists

+ Coordinate M&M presentations

+ Coordinate monthly Well-Being Conferences

+ Assists in the ongoing management of the GME program budget

+ Process travel and oversight of the travel funds

+ Process training voucher orders (FLS, FES)

+ Process reimbursements for program related expenses

+ Oversight of the recruitment budget

+ Maintain the Resident Development Fund which includes processing orders, reimbursements, and monitoring the budget.

+ Coordinates and processes residency staff travel arrangements and reimbursements, as well non-PO vouchers and internal billing requests, ensuring compliance with current UTMB Guidelines.

+ Gather and maintain records for credentialing and reimbursement

+ Assist new residents with the on-boarding process

+ Assist residents with new and renewal visas

+ Collect and gather credentialing data

+ Schedule trainees for credentialing courses (ACLS/BLS/EPIC)

+ Ensure data in New Innovations is accurate

+ Coordinate training schedules

+ Work with the Program Director and Associate Program Director to compile the master training schedule each year.

+ Coordinate rotation schedules with other programs for off-service rotations.

+ Maintain updated schedule through New Innovations

+ Compile call schedules and update in AMCOM

+ ·Organize, manage and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, recruitment, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings. Coordination and confirmation of the planned activities; distribution of conference material; creation of sign-in sheets for all conferences; entry of attendance into New Innovations database.

+ Coordinate Residency Recruitment and Interviews

+ Manage residency applications through ERAS and work with the PD to screen applicants for interviews

+ Work with PD to schedule interview dates and communicate with applicants to schedule interviews

+ Organize interview days: distribution of applicant files, evening dinners, breakfast, lunch, scheduling interviews, distribute information about hotel options, and escorting applicants.

+ Administrative responsibilities

+ Provide administrative support to the Program Director for GME related activities.

+ Provide administrative support to the residents for patient related activities (patient related calls/faxes).

+ Work with the GME office for on-boarding, scheduling workshops, maintaining current certifications for residents, maintaining licensure documentation.

+ Monitors time and attendance in KRONOS for residency staff.

+ Providing timely training verifications

+ Maintaining resident files

+ Serve as the program liaison with agencies and institutional departments.

+ Works in tandem with other Coordinators in the department filling in and covering other departmental areas as needed.

+ Answers phones and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communications in a timely manner.

+ Composes correspondence and memorandums in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure.

+ Performs miscellaneous clerical tasks, such as making copies, filing, faxing, and mail distribution.

+ Performs any related duties required to maintain efficient operations of the residency programs.

+ The coordinator may be required to perform other reasonably related duties as related to the Department of Surgery or Surgical Services.

Preferred Skill/Competency

+ Knowledge and experience working with Word and Excel spreadsheets

+ Familiar with PeopleSoft financials and Kronos Timekeeping System

+ Strong organizational skills

+ Possess excellent verbal, written, organizational and interpersonal skills

+ Ability to multi-task to support diverse areas within the administrative team

+ Experience working in a team environment

+ Prior residency training program experience

Salary Range:

Commensurate with experience.

EQUAL EMPLOYMENT OPPORTUNITY:

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Compensation