Graduate Medical Education Program Coordinator I/II

Full Job Description

The Riverside University Health System - Medical Center is recruiting experienced Graduate Medical Education (GME) Program Coordinators. Incumbents manage the day-to-day administrative operations and workflow of their assigned residency programs per the Accreditation Council for Graduate Medical Education's (ACGME) Institutional Common Program's and Specialty Program's guidelines for Graduate Medical Education, as well as regulations and guidelines set forth by RUHS and the County of Riverside. Incumbents are the primary liaison between the RUHS GME Office and Residency Program Directors, Chief Resident Physicians, Resident Physicians, program faculty, and affiliated teaching sites.

Ideal candidates will have previous experience managing a residency program or supporting residency program activities, and a comprehensive understanding of the ACGME policies and procedures. These positions require candidates to demonstrate a high degree of initiative, independent judgment, flexibility, and strong multitasking capabilities. Skills in the use of Microsoft Word, Access, Excel, PowerPoint, Adobe Acrobat, Outlook, and various online programs will be beneficial along with experience using specialized educational software to create training and lecture videos.

These positions have a Monday - Friday, 8-hour day schedule, with the option to telecommute one day per week upon successful completion of training and department approval. Some travel will be required, with occasional weekend and evening work activities required.

Meet the Team!
Every day at Riverside University Health System Medical Center, a dedicated team of healthcare professionals and support staff come together to improve lives across Riverside County. Our nationally recognized programs and specialized services thrive because of the diverse talents and commitment of our team members. No matter your background or skill set, you’ll discover meaningful opportunities and a strong sense of purpose here.

To learn more about RUHS Medical Center, please visit www.ruhealth.org

Requirements

• Maintain records and documentation of the activities of program participants, including appointments, terminations, performance evaluations and/or grades, credentialing, malpractice coverage, recommendations, and verifications of training; ensure records are maintained to meet hospital and accrediting agency policies and to ensue ongoing accreditation of program.

• Organize program workload; monitor status of work in progress and keep Program Director informed of activity priorities and deadlines; provide information, support and problem solving to residents and program faculty on personnel or program issues; assist Program Director with response to and resolution of trainee issues and program administrative problems.

• Act as a liaison between the program and other RUHS-MC departments, affiliated rotation sites, medical schools, accrediting bodies, specialty colleges, and licensing organizations.

• Create, review and maintain program-specific policies and procedures in accordance with RUHS-MC and accrediting agency standards to ensure compliance; interpret policy for faculty, staff, students, residents, and fellows.

• Create, update and edit training manuals, recruitment materials and applicable websites.

• Manage computerized information systems related to collecting and storing program data, and generating management reports and documentation; maintain computerized program files using program management software; update information as needed and ensure all necessary information is provided for hospital reimbursement and demographic data.

• Assist trainees with trainee-related items including registration or travel arrangements, obtaining required licensures and permits, and assisting with relocation needs when applicable; ensure timely completion of trainee credentialing paperwork at affiliated institutions.

• Assist GME office with processing and orientation of new program participants; assist Program Director with program-specific orientation.

• Manage and coordinate all administrative duties pertaining to the annual trainee recruitment process, including set-up and management of application system, responding to all applicant inquiries, coordinating review of applications and interview process, preparation of informational packets for applicants, and preparing list of applicants for matching program and submission to accrediting body by respective deadlines.

• Compile, create, analyze, and interpret statistical and other data reports for submittal to RUHS-MC GME office, hospital administration and/or accrediting agencies to meet deadlines as requested.

• Prepare, coordinate and distribute yearly block rotation schedules, call schedules and conference or educational schedules for assigned programs; maintain accurate records of scheduling changes and notify all affected as changes occur; monitor work schedules and trainee reports of work hours and bring discrepancies to the attention of all affected parties for correction.

• Manage confidential trainee performance evaluations, faculty evaluations and program evaluations; prepare reports and correspondence related to evaluations; track trainee evaluations, conference attendance and logs as required.

• May assist in the creation, monitoring and maintenance of the program budget and associated expenditures, under the direction of the Program Director.

• May assist Program Director in the maintenance of program accreditation, including program planning and development of program academic and clinical requirements; prepare required reports, workbooks and other documents required for site visits and internal reviews; prepare for and organize accreditation site visits, including room, food and site accommodations or appointments for accrediting visitors.

Qualifications

Experience:
GME Coordinator I - Three years of increasingly responsible, broad and varied clerical experience, at least six months of which includes providing administrative support to any of the following: a Graduate Medical Education office, a graduate or post-graduate program of medical education or to a clinical department that provides training to students/ residents enrolled in a graduate or post-graduate program of medical education.

GME Coordinator II - One year at or equivalent to the County of Riverside Graduate Medical Education Program Coordinator I, with responsibility for managing the day to day operations of a GME program.

Knowledge of: The basic functions, regulations, and requirements of residency programs and medical staff operations, Accreditation Council for Graduate Medical Education requirements, American Association of Medical Colleges (AAMC) Graduate Medical Education services, AAMC Electronic Residency Application Service, and FREIDA residency matching electronic system; functions and basic clerical operations of an administrative office; modern office methods and practices, including filing systems, business correspondence, receptionist techniques, report writing, and correct English usage, grammar, spelling, vocabulary, and punctuation; Joint Commission, federal and state regulations pertaining to medical staff operations; credentialing and privileging rules and guidelines of the ACGME.

Ability to: Interpret and apply administrative and departmental policies related to credentialing and privileging; Medical Executive Committee by-laws and rules with particular emphasis on compliance with federal and state hospital accreditation regulations; understand and follow complex directions, both oral and written; take responsibility and use good judgment in recognizing scope of authority; compose correspondence independently; keep complex records and prepare reports; meet with physicians and healthcare providers in a professional manner; effectively organize various activities of resident physician programs.

Additional Information

Depending on the volume of applications received, this recruitment may close at any time and County of Riverside employees may be considered first for interviews.
For questions regarding this recruitment, contact the recruiter, Angela Levinson:
alevinson@rivco.org / 951-955-5562