Program Coordinator, Medicine-Pediatrics

Western Michigan University Homer Stryker M.D. School of Medicine; Kalamazoo (MI); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Wellness reimbursement

Tuition reimbursement

Employer-funded retirement plan

PPO and HDHP health plans with HSA

Flexible work solutions

4 weeks PTO accrual

Paid holidays

Paid volunteer time

Paid preferred holiday

No nights, no weekends

Job summary

Western Michigan University Homer Stryker M.D. School of Medicine is seeking a Program Coordinator for the Medicine-Pediatrics department to support the Residency Program Director and the Director of Graduate Medical Education.

The role oversees recruitment, scheduling, regulatory compliance, and data management for residency and fellowship operations. The position emphasizes coordination across faculty, residents, and medical students, ensuring timely onboarding, program evaluations, and

Responsibilities

• Recruiting and Marketing: In conjunction with the Program Director, designs and implements resident recruitment strategies and activities for the residency and/or fellowship programs.
• Assists in recruitment of faculty and staff, maintains department residency website information, determines content, and tailors the website message to best inform users.
• Scheduling: Develops and/or manages faculty, resident, and medical student schedules including call, holiday coverage, rotation block schedules, vacations, inpatient coverage, clinic coverage, preceptor coverage, and coordinates rotations for residents and learners.
• Coordinates visiting student and resident schedules; approves/coordinates schedules for visiting students and residents; schedules program orientation/onboarding for faculty, residents and staff.
• Assists Clerkship Director with administration of clerkship duties/requirements.
• Regulatory Compliance: Develops knowledge of ACGME program requirements, policies, and procedures as it pertains to the supported program.
• Assists in residency ACGME/AOA accreditation processes, compiles required statistics, develops and maintains resident and faculty evaluation systems.
• In consultation with Program Director, determines format, compiles documents, and helps conduct annual program evaluation and the Clinical Competency Committee.
• Monitors action items for compliance; maintains NRMP, FREIDA, ERAS, ADs databases and tracks milestones.
• Manages program calendars, residency program coordinator work plan, and annual residency related due dates ensuring on-time completion.
• Accounts for resident procedures, competency reviews, and sign-offs; ensures evaluations are submitted by faculty.
• Assists in conflicts resolution among residents and staff; compiles and submits departmental statistics to the DGMER.
• Oversees program budget and staff as assigned; supports department policies and services; participates in committees.

Job description

Western Michigan University Homer Stryker M.D. School of Medicine is searching for a Program Coordinator in the Medicine-Pediatrics department. The program coordinator is an integral member of the program leadership team. The program coordinator provides administrative support to the Residency Program Director and assists the Director, Graduate Medical Education in the development, implementation and management of residency/fellowship program operations. Program Coordinator career path - level and compensation to commiserate with education and experience. To share this posting, please use this link

BENEFITS:

• Wellness reimbursement.
• Continuing education and tuition reimbursement.
• Employer-funded retirement plan.
• Two medical plan options: PPO and High Deductible Health Plan (HDHP) with employer HSA contribution.
• Flexible work solutions based on position and department.
• Up to four weeks of PTO accrual beginning in year one.
• Paid holidays.
• Paid volunteer time.
• Paid preferred holiday.
• No nights, no weekends.

DUTIES AND RESPONSIBLITIES:

• Recruiting and Marketing: In conjunction with the Program Director, designs and implements resident recruitment strategies and activities for the residency and/or fellowship programs.
• Assists in recruitment of faculty and staffMaintains departments residency website information, determines content, and tailors the website message to best inform users.
• Scheduling: Develops and/or manages faculty, resident, and medical student schedules including call, holiday coverage, rotation block schedules, vacations, inpatient coverage, clinic coverage, preceptor coverage, etc. Works with participating sites to secure rotations for residents and other learners. Coordinates medical student schedules with Curriculum CoordinatorApproves/coordinates schedules for visiting students and residentsSchedules program orientation/onboarding for faculty, residents and staff.
• Assists Clerkship Director with administration of clerkship duties/requirements
• Regulatory Compliance: Must develop specific knowledge of the ACGME program requirements, policies, and procedures as it pertains to the program being supported.
• Assists in residency ACGME/AOA accreditation processes, including compiling required statistics for submission to the RRCDevelops and maintains resident and faculty evaluation systems
• In consultation with Program Director, determines the format, compiles the documents, and helps conduct the annual program evaluation and the Clinical Competency Committee.
• Monitors the list of action items throughout the year for compliance.
• Record and Database Management: Coordinates information for the NRMP, FREIDA, ERAS, ADs and other relevant databasesTracks residents milestones and reports milestones to ACGME via the ADs system semi-annually Uses the residency software management system, New Innovations, to track and review relevant program related information such as duty hours, resident evaluations, schedules, procedure logging, and conferences.Maintains resident files in accordance with WMed policy.
• Program Management: Supervises and mentors program administrative assistant(s) Assists the Program Director in preparing and managing the annual department budgetAssists the Director, Graduate Medical Education in creating and maintaining the calendar of WMed residency related due dates ensuring compliance of on-time completionAssists Program Director in writing and implementing department policiesServes as a resource to residents and faculty for WMed services and programsServes on various departmental and/or liaison committeesAssists the Director, Graduate Medical Education in creating and maintaining annual residency program coordinator/administrator work planAttends monthly Program Coordinator/Administrator meetingTracks/ensures completion of resident procedures and competencies required for graduationEnsures that unconfirmed procedures have been signed offEnsures that evaluations of residents are submitted by facultyAssists the Program Director with resident and staff conflict resolutionCompiles and submits required departmental statistics and information to the Director, Graduate Medical Education.
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• All other duties as assigned.