Medical Education Coordinator

Advocate Health; Two Rivers (WI); On-site; USD 52,000 - 75,000; Full time

Job summary

Advocate Health in Wisconsin seeks a dedicated Medical Education Program Coordinator to support accreditation-driven training initiatives. You will track learner progress, coordinate rotation and curriculum schedules, and ensure timely communication among faculty and residents.

Collaborating with program leaders, you will assist in budget planning, prepare essential documentation for NAS accreditation, and maintain records to meet regulatory standards.

Qualifications

• Typically requires 3 years of experience in program coordination within healthcare or education.
• Experience ensuring compliance with accreditation standards and requirements.
• Ability to manage multiple schedules and communicate with diverse stakeholders.

Responsibilities

• Serves as a trusted resource for medical education programs and tracks progress to meet accreditation standards.
• Prepares and coordinates schedules in consultation with program leaders to meet requirements.
• Reviews and revises curricula, ensures alignment with accreditation and learner experience.
• Assists in development and auditing of program materials, creates reports, and supports budget planning.
• Coordinates recruitment, evaluation, and selection for the medical education program and reviews matching criteria.
• Communicates with external agencies (ACGME, ACCME, LCME, NRMP, ERAS, AMA, NBCC, etc.) and ensures compliance with updates.
• Helps prepare required documentation for accreditation self-studies and site visits.
• Maintains files and tracks completion of required courses/credits, providing training documentation.
• Processes program evaluations and disseminates summaries.

Skills

Program coordination

Administrative support

Education program administration

Accreditation standards

Communication skills

Budget planning

Education

Bachelor's Degree in Business

Bachelor's Degree in Education

Bachelor's Degree in Health Care Administration

Tools

Scheduling software

Document management

Microsoft Office

Job description

Major Responsibilities:

• Serves as an acknowledged and trusted medical education program resource. Tracks the progress of individuals and programs to ensure professional, rotational competency, and/or accreditation standards and requirements are met. Provides information, support, and problem-solving on a wide range of medical education training and program issues.
• Prepares, coordinates, and disseminates schedules in consultation with the program leader, as needed, to meet the educational and/or accreditation requirements of the program. Updates, changes, and ensures services are covered appropriately in regards to schedules.
• Reviews and revises rotation, curriculum, and/or materials, as well as ensures the program meets the accreditation requirements and maximizes the educational and learner experience. If working with the Residents, provides information on curriculum selection and revises the schedule per Accreditation Council’s requirements.
• Aids in the development and auditing of program materials and/or courses, program marketing materials, forms, reports, etc. Formats data, creates reports, summarizes results, and presents at program internal meetings. Arranges meetings and prepares and distributes meeting summaries. Reviews program expenses and provides information as necessary for budget planning.
• Coordinates and participates in the recruitment, evaluation, and/or selection process for the medical education program. Reviews national trends and benchmarks for matching candidates to programs in order to recommend selection criteria to program leaders for evaluating successful matches for Aurora programs.
• Assists in communicating with external agencies such as, but not inclusive of Accreditation Council from Graduate Medical Education (ACGME), Accreditation Council of Continuing Medical Education (ACCME), Liaison Committee on Medical Education (LCME), National Resident Matching Program (NRMP), Electronic Residency Application Service (ERAS), American Specialty Boards, American Medical Association (AMA), Wisconsin Medical Examining Board, Wisconsin Medical Society (WMS), US Drug Enforcement Administration (DEA),American Psychological Association (APA) Commission on Accreditation, APA Office of CE Sponsorship Approval, Association of Psychology Postdoctoral and Internship Centers (APPIC), National Matching Services (NMS), National Board for Certified Counselors (NBCC) and program specific organizations. Reports data and information to ensure compliance with agency standards. Monitors agency websites and receives communication regarding changes to procedures or compliance requirements.
• Helps the program leader in preparing required documentation and in completing accreditation self-study and site visits as well as internal program reviews and other required documentation for implementation of the current and future accreditation standards such as the Next Accreditation System (NAS).
• Monitors compliance with all applicable requirements and actions for regaining compliance. Aids in the development of new processes and policies to improve efficiencies and compliance.
• Maintains files ensuring compliance with all applicable policies, confidentiality, licensure, liability insurance, curriculum evaluations, contracts, and/or application documentation. Tracks and supports individuals’ completion of required courses/credits and provides documentation of training.
• Processes and maintains program evaluations and may work with leaders to identify any issues and identify areas of improvement. Creates reports and correspondence and disseminates as appropriate.

Licensure, Registration, and/or Certification Required:

• None Required.

Education Required:

• Bachelor's Degree in Business or related field, or
• Bachelor's Degree in Education or related field, or
• Bachelor's Degree in Health Care Administration or related field.

Experience Required:

• Typically requires 3 years of experience in program coordination and providing administrative support within a healthcare or educational environment.

Knowledge, Skills & Abilities Required:

• Knowledge and ability to plan for and manage the program coordination and administrative activities of a training program through application of prescribed standards, policies, and procedures as it relates to accreditation standards such as ECFMG, ERAS, NRMP.
• Knowledge of the due process and remediation process of ACGME if working with residents and/or fellows.
• Knowledge of medico-legal issues, employment visas, and state/federal regulations that impact the program.
• Excellent communication (oral and written) and interpersonal skills. Must have the ability to establish and maintain effective working relationships and the ability to work with a large and culturally diverse population of students, residents, fellows, faculty, and external physicians.
• Excellent organization, prioritization, and reading comprehension skills.
• Excellent analytical skills with a high attention to detail.
• Proficient computer skills including experience in using computer applications and physician scheduling software.
• Ability to gain comprehensive knowledge of terminology, principles, and methods utilized in training programs.
• Ability to monitor program expenses and advise the program director.

Physical Requirements and Working Conditions:

• Exposed to a normal office environment.
• Must be able to sit, stand, and walk for prolonged periods of time in order to complete required word processing, filing, photocopying, distribution of materials, and other related functions.
• Operates all equipment necessary to perform the job.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.