Position Highlights:

• Sign on bonus: None
• Position: Program Coordinator, Graduate Medical Education - Family Medicine Residency
• Location: Chicago
• Full Time
• Hours: Monday-Friday; 8 am - 4:30 pm
• Required Travel: None

What you will need:

Education and Experience

• Minimum high school graduate; prefer two or more years of college course work.
• Minimum six months experience in a Graduate Medical Education environment preferred.

Knowledge and Skills

• Excellent interpersonal communication and public relations skills.
• Expert knowledge of operational requirements of programs and relevant ACGME requirements. Knowledge of basic licensing requirements for fellow physicians.
• Knowledge of Electronic fellowships Application Service and other fellowships program computer programs.
• Working knowledge of computers, common software such as Microsoft Office programs and must possess the ability to learn new software and optimize functionality for the benefit of the program.
• Ability to concentrate and remain composed in a busy, distracting office environment in high-pressure situations.
• Ability to interact positively and effectively with multiple departments.
• Ability to use good judgment and utilize independent decision-making skills to effectively problem solve, resolve issues and facilitate department efficiency and productivity.
• Ability to prioritize and organize tasks and to maintain flexibility in response to constantly changing demands.

General Summary:

Provide direction, leadership, and management of the daily operations and logistics of the fellow programs through planning, organizing, and coordinating its administration. The position requires a comprehensive and detailed understanding of national accreditation policies, as well as a high degree of initiative, independent judgment and problem solving. The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting fellows, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and fellows regarding a range of issues, and managing internal and external program relations.

Responsibilities

• Functions as a liaison between fellows, and institutional and regulatory administrative offices.
• Serves as the first point of contact to learners. The Program Coordinator will problem solve and resolve issues, using independent judgment to determine when appropriate to escalate issues to upper management.
• Administrative support of the program leadership.
• Administrative coordination of applications for new and ongoing regulatory accreditation.
• Committee administration, including producing agendas, papers and taking minutes for the Program Evaluation Committee and Clinical Competency Committee.
• Facilitates long range planning and administrative workflow of the following stages for leaners during the academic year
  • Licensing
  • Onboarding
  • Orientation
  • Matching
• Administrative coordination of recruitment and selection
  • Supports creation and maintenance of recruitment media including program website
  • Maintenance of the Electronic Recruitment Application System database
  • Scheduling and coordination of interviews
  • Responds to inquiries from prospective fellows and applicants, triaging to faculty when appropriate
  • Collation and analysis of applicant data and rank list
• Onboarding fellows
  • Liaison with other departments including human resources and information systems, and partner institutions to ensure fellows have the administrative support needed to begin training
  • Supporting fellows to complete the necessary regulatory applications to begin training, including but not limited to licensing, national provider identification, and CMS prescribing
  • Oversees program level orientation
• Assists in curriculum development and ensures that learners meet graduation requirements throughout the duration of the program.
• Maintaining databases
  • Maintains applicants and their stages in the recruitment process including their review status, interview status, offer status, and participation.
  • Maintains and analyzes sensitive data in support of the Diversity, Equity, and Inclusion Program and submits reports for match.
  • Maintains the fellows' e-portfolio system, new innovations. Responsibility includes tracking their rotations, performance, duty hours, and procedural competency. Program Coordinators act as the subject experts in tracking these areas. They will lead the analysis and make decisions regarding further action required by faculty, either through an immediate intervention or via the Program Evaluation Committee.
• Managing internal and external program relations:
  • On a daily basis, Program Coordinators manage relationships with the learners, faculty, partner institutions, and the medical staff who oversee rotations.
  • Serve as first point of contact for accreditation entities, including the ACGME and CPME.
• Maintaining documentation of program statistics, updates and organizing learners' permanent records.
• Maintaining and administering evaluation and assessment systems including New Innovations, procedure logs and annual reporting to the ACGME via WebADS.
• Coordination of rotations and learning activities including away rotations at partner institutions, electives, and outpatient rotations.
• Provides administrative supervision and support to fellows.
• Ensuring fellows remain up to date with professional requirements including basic and advanced life support training, licensing, verification of graduates' training programs for licensing and medical staff privileges.
• Observes hospital policies and procedures, environment and infection control standards.
• Participates in departmental meetings appropriate in-services and educational activities.
• Other duties as trained and assigned.

PATIENT CARE/AGE SPECIFIC RESPONSIBILITIES AND QUALIFICATIONS

N/A

MANAGEMENT RESPONSIBILITY

N/A

INTERNAL AND EXTERNAL CONTACTS

• Students, fellows and fellows
• Physicians and physician office staff
• Hospital Administration
• Information Systems
• Accounts Payable
• Other Access Services personnel
• GME and Program Administration at Partner Institutions
• The ACGME

ENVIRONMENT

• Body Position: 95% sitting
• Repetitive Activities: Keyboarding, phone use

ACCESS TO PROTECTED HEALTH INFORMATION

This position does not require computer access to protected health information. Approval for level of access is given by the system administrator or manager of the department that has ownership of system/modules. See Computer System Access Controls Policy.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be as an exhaustive list of all responsibilities, duties and skills required of personnel to classified.

Benefits:

• Career Pathways to Promote Professional Growth and Development
• Various Medical, Dental, and Vision options, including Domestic Partner Coverage
• Tuition Reimbursement
• Wellness Program Savings Plan
• Health Savings Account Options
• Retirement Options with Company Match
• Paid Time Off and Holiday Pay
• Community Involvement Opportunities