Job Description

Responsibilities

• Provides support and meets regularly with the Program Director 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 Director for improvement. May assist in program-level policy development.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Provides both administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents 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.
• Oversees department-level trainee orientation.
• 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 specialty-specific trainee exams and may assist with proctoring exams.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Maintains databases with resident and faculty data, including New Innovations.
• Manages the evaluative processes of the trainees, program, faculty, and rotations.
• Develops and distributes call schedule.
• Oversees all purchasing for the office/program. Assesses equipment acquisition and training needs, and makes recommendations to the Program Director. Orders equipment and supplies for the training office.
• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
• Coordinates medical student rotations and, as appropriate, \xe2\x80\x9cobserverships\xe2\x80\x9d.
• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program. Maintains program\xe2\x80\x99s website.
• In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.
• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
• Tracks and processes initial paperwork for visa requests, in conjunction with the Registrar and International Office.
• Verifies trainees\xe2\x80\x99 status and activities as needed.
• Assists in the preparation for ACGME Self Study, Site Visits, and internal/special reviews.
• Assists in monitoring residents\xe2\x80\x99 duty hours and operative/case experience via regular review of data reports.
• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments.
• Provide administrative guidance to residents regarding administrative issues, due dates, and deadline.
• Develops, monitors and reports on the training program budget. Works with the Director to ensure accuracy of monthly budget statements and develops yearly residency budget.
• Responsible for recurring purchase orders for the residency program, processing check requests and paying bills associated with the program\xe2\x80\x99s activities.
• May be responsible for management of grants awarded to individual residents.
• Performs other duties as assigned by the Program Director & VP of Medical Affairs.

Supervisory Responsibility

• Provides administrative supervision and guidance to residents regarding administrative issues, due dates and deadlines.
• May supervise, train and guide new coordinators or administrative assistants within the residency program.

Qualifications

Education:

Bachelors Degree

Minimum Work

Experience:

A minimum of three to five years of office administration experience, preferably in a healthcare and/or education setting. Supervisory experience preferred.

Required Skills, Knowledge, and Abilities:

• Excellent written and verbal communication skills.
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
• Ability to make decisions independently or to escalate issues as needed.

Appalachian Regional Healthcare