GME PROGRAM COORDINATOR

In conjunction with the Department Chair, Department Director, and Program Director, the Program Coordinator shares in the implementation and compliance of all aspects of the management and administration of the Graduate Medical Education program, and is supervised by the program director.

The Graduate Medical Program Coordinator may perform duties including but not limited to the administration and management of the program as well as planning and coordinating academic, operational, and financial activities; assist in the development, implementation and ongoing compliance with the program's goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues. Please see the below the time allocation with specific tasks for detail.

Program Management 55%

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  Provide management assistance to Residency Program Director, other faculty, residents, and other departmental staff by supplying clarification of organizational and departmental policies standards, operational procedures, and guidelines.

  
  

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  In conjunction with the program leadership (PD, chair, vice-chair of education, APDs), and with assistance from junior program coordinator:

  
  

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  Guide daily operations of the residency program.

  
  

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  Ensure resident education and compliance with national, hospital, departmental, and program policies.

  
  

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  Distribute and collect resident evaluations.

  
  

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  Prepare and distribute quarterly and semester evaluations of clinical faculty.

  
  

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  Coordinate with the Program Director and/or Advisors semi-annual meetings with the trainees to review semester evaluations.

  
  

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  Prepare and submit monthly supplemental pay report for resident moonlighting.

  
  

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  Set, monitor and track trainee supplemental payments, duty hour compliance, and eligibility.

  
  

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  Conduct monthly billing reconciliation of resident time spent at VAMC and Duke Regional Hospital

  
  

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  Ensure reimbursements for resident support are handled in a timely fashion (support for meetings, books, etc)

  
  

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  Curriculum Development: Ensure that educational goals and objectives by rotation are defined by level of training, disseminated alongside of rotation requirements, and met as directed by the academic curriculum.

  
  

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  Leadership & Program Representation:

  
  

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  Represent the department on required hospital/institutional/ national committees. Participate in institutional GME program coordinator committee and monthly ICGME meetings.

  
  

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  Acquire and maintain knowledge of national, state and institutional regulations and requirements pertaining to GME programs generally and Anesthesiology Residency Programs specifically.

  
  

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  Interface with the institutional office of GME and work with the Designated Institutional Official(DIO). Collaborate with other departments to ensure the continuation of quality resident education.

  
  

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  Act as the primary program contact for all questions pertaining to the GME software, MedHub.

  
  

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  Communicate with the residents, clinical faculty, clerical staff, and department leadership regarding departmental and program activities, compliance, and deadlines. Organize team meetings and departmental activities, as required.

  
  

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  Compliance & Credentialing:

  
  

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  Compile data for continuous quality improvement and annual reporting to external entities (ACGME, GME). Complete verification of training and credentialing documentation.

  
  

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  Create, send and analyze the results of annual faculty and resident surveys of the Residency Program. Coordinate Program Evaluation Committee meeting at the end of each academic year. Prepare a final executive summary of the meeting. Complete with the Program Director the Annual Program valuation and Improvement Plan and the ACGME Web ADS Update, which includes a detailed reporting of resident and core clinical faculty scholarly activity for the previous academic year.

  
  

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  Coordinate and attend biannual Clinical Competency Committee meetings. Prepare a final executive summary of each meeting. Update resident milestones data in MedHub and submit milestones data to ACGME by the deadline.

  
  

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  Monitor the program budget and act as a purchasing agent for materials and services for the program, at the discretion of the Department Chair and Program Director.

  
  

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  Familiarize with, access and Regularly update databases and external systems (ACGME, ABA, FREIDA (AMA), GME Track, PDWS, NRMP. Maintain annual house staff database. Update and maintain trainee and clinical faculty information in MedHub.

  
  

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  Renew Training Letters of Agreement, as needed. Renew trainee Visas annually.

  
  

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  Annually coordinate the selection of new chief residents, academic chief resident, and teaching scholars. Administer paper and computer exams to trainees and coordinate practice oral boards.

  
  

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  Maintain detailed record of academic performance for each trainee over their four-year training period so that performance can be compared against program and national peers over time.

  
  

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  Develop other reports for Executive Team, as requested.

  
  

Recruitment 25%

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  Participate in the creation, design, and publishing of all recruitment material available for prospective residents, including web site content and an annually updated recruitment video. Pr

  
  

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  Develop a thorough knowledge of and disseminate information regarding requirements of the AAMC National Resident Ranking Program and the Match. Organize the annual recruitment of residents within those requirements. Develop a thorough knowledge and use of the ERAS national database for resident recruitment.

  
  

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  Invite selected applicants to interview with the program and handle hotel, shuttle, and meal logistics for approx.160 interviewees. Plan, coordinate and execute the logistics for a minimum of 10 interview days throughout a two-month interview season.

  
  

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  Act as the primary contact for clinical faculty interviewers, Correspond with interested applicants via email and telephone to address questions about the program.

  
  

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  Submit rank order lists in the NRMP Match, participate in Match Day and welcoming newly matched residents, and conduct post-match surveys.

  
  

Onboarding and Offboarding Trainees 20%

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  Work closely with the GME Office to onboard 14 to 16 new trainees per year, including compliance with the North Carolina Medical Board and the Durham VA Medical Center, processing Visas, and updating internal and external records and databases.

  
  

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  Order and distribute study materials and content to the advanced residents.

  
  

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  Assist the Program Director and Junior Residency Program Coordinator with logistics pertaining to the advanced resident orientation. Assume full responsibility for the intern orientation.

  
  

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  Provide all new trainees with lab coats, computer access, lockers, door and pharmacy access, etc. Arrange for orientation at the VA Medical Center and all needed EPIC/MAESTRO electronic records training.

  
  

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  Coordinate, print, and distribute new residency program photo composite.

  
  

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  Work with departmental leadership to organize graduation banquet including pricing venue, menu, program content, and recognition awards. Negotiate any needed contracts and conduct budget reconciliation post-event.

  
  

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  From graduates, collect Duke IDs, pagers, etc., deliver diplomas complete exit paperwork, and receive final case logs. Create comprehensive Summary Statements for each graduate, to be signed by the Program Director and Department Chair.

  
  

Supervision 5%

Perform daily supervision and annual employment evaluation of the Junior Residency Program Coordinator(s). The Junior Residency Program Coordinator role is the primary employee in the residency office to process reimbursements, arrange travel for trainees to attend conferences, purchase supplies, organize and publicize lectures, and coordinate two social events per academic year, assist in preparing interview day materials, etc.

Required Qualifications at this Level

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