Medical Education Program Coordinator

Trinity Health System; Steubenville (OH); On-site; USD 50,000 - 70,000; Full time

Job summary

Trinity Health System seeks a Program Coordinator to oversee operational and financial aspects of the residency training program in Steubenville, Ohio. The ideal candidate will manage administrative duties, support resident training, and ensure compliance with accreditation standards.

This office-based role requires 3-5 years of experience in office administration, preferably in a healthcare setting. Excellent communication skills and proficiency in Microsoft Office are essential. Candidates will also be responsible for financial management and tracking program budgets.

Qualifications

• Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or educational setting.
• 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.

Responsibilities

• Provides support to the Program Director on office management issues.
• Identifies methods for improving workflow and cost-effectiveness.
• Assists in program-level policy development and compliance.
• Coordinates CME certification of educational events.
• Acts as a liaison between residents and hospital administration.
• Manages materials for specialty-specific trainee exams.

Skills

Office administration experience

Communication skills

Organizational skills

Confidentiality handling

Microsoft Office Suite

Decision-making ability

Job description

Job Summary

Under supervision of the DME and Program Director, the Program Coordinator is responsible for the operational and financial management of the accredited/non-accredited residency training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Program Coordinator will continually assess and direct a wide range of programmatic issues including long‑range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Responsibilities

• Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects.
• Identifies and evaluates 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 hospitals policies to support compliance.
• Assist with resident and faculty research projects.
• Coordinate CME certification of educational events.
• Provides administrative supervision and support to residents/interns.
• 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 the GME office.
• Tracks, reports and ensures compliance with procedures regarding licensing, moonlighting, 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 or a similar office management system.
• Experience with New Innovations desired.
• 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 developmental annual events including recruitment, orientation, graduation, faculty retreats, and various meetings and program‑related events.
• Organizes meetings and prepares and distributes materials for conferences and lectures.
• Develops brochures, invitations, and/or advertisements for events/lectures.
• Coordinates medical student rotations.
• Coordinates with MSOPI programming.
• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and similar media. Creates/edits annual publications regarding the program.
• Maintains the program’s 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’ status and activities as needed.
• Assists in the preparation for ACGME site visits and internal reviews.
• Assists in monitoring residents’ duty honors and operative/case experience via regular review of data reports.
• Receives inquiries from residents and applicants and triages as necessary to others within the department or in other hospital departments.
• Tracks faculty development program and participation.
• Assists DME and PD in the process of faculty evaluation.
• Tracks CCC, PEC, GMAC meeting activity.
• Assists DME and PE in annual program evaluation.
• Performs other duties as assigned by the Program Director.

Qualifications

• Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or educational setting.
• 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.

Working Conditions

Office‑based work on site at Trinity West. Travel to CME events specific for maintenance of programs and staff development.

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. May hire temporary office assistance with approval of the Program Director.

Fiscal Responsibility

Develops, monitors and reports on the training program budget. Works with the business manager and/or administrative director to ensure accuracy of monthly budget statements and develops yearly residency budget. Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities. May be responsible for management of grants awarded to individual residents.

Required Minimum Knowledge, Skills, Abilities and Training

Includes knowledge of ACGME standards, hospital policies, database management, procurement processes, and resident and faculty evaluation practices.