Residency Program Coordinator

Hennepin Healthcare; Minneapolis (MN); On-site; USD 52,000 - 74,000; Full time

Job summary

Hennepin Healthcare is seeking a Program Coordinator to manage the day-to-day operations of our GME accredited programs (ACGME, CODA, CPME). You will collaborate with the Program Director, PC Sr., residents, fellows, and faculty to maintain educational quality and support training activities across multiple sites.

Responsibilities include coordinating meetings and agendas, tracking resident/fellow data in RMS, supporting accreditation processes, handling onboarding, recruitment, and

Qualifications

• Bachelor’s Degree in a relevant field.
• Associate’s degree with 3 years admin/management experience in an academic/health setting.
• Approved equivalent combination of education and experience.

Responsibilities

• Coordinate program administration, meetings and agendas with PD/PC Sr.
• Track resident/fellow data, ensure compliance and support quality initiatives.
• Attend national conferences where applicable and represent the program.
• Schedule complex meetings, prepare documents, and manage logistics.
• Manage accreditation-related documentation and processes.
• Oversee recruitment, onboarding, and off-boarding activities.
• Coordinate education activities, rotations, and evaluations.
• Assist with budgets, travel reimbursements, and stipends.
• Support RMS/AMION scheduling and reporting.

Skills

ACGME knowledge

Organizational skills

Interpersonal skills

Multitasking

Prioritization

Teamwork

Communication skills

Problem solving

Education

Bachelor’s Degree in a relevant field

Associate’s degree with 3 years admin/management experience

Approved equivalent combination of education and experience

Tools

Resport RMS

AMION

Job description

JOB DETAILS Department: Residents GME FTE: 1.00 (80 hours per pay period) Workdays: Monday - Friday Shift(s): Days Shift Length: 8 hours Location: In-Person Other: This position will be the for residency program areas of Emergency Medicine and Emergency Medicine/Internal Medicine

Purpose of this position: The “Program Coordinator” (PC) is responsible for the day-to-day activities of the HCMC-Sponsored accredited programs (ACGME, CODA, and CPME). The PC works with the Program Coordinator Sr. (PC Sr.) and/or Program Director (PD) to maintain the educational quality of the training program and supporting work. The PC functions as a liaison between the PD, PC Sr., residents, fellows, faculty, Graduate Medical Education (GME) Office, participating sites, Employee Occupational Health and Wellness and other hospital departments. This position may also include the day-to-day coordination of the medical student activity.

RESPONSIBILITIES

Program Administration

• Reports to the Program Director and serves as a member of the program team, participating in high level meetings (PEC, CCC, GMEC, GMECPC, etc.) when requested by PC Sr. and/or PD
• Track and implement resident/fellow quality improvement initiatives
• May attend national conferences to gather information, collaborate with other programs, serve on committees, and submit abstracts and give presentations when accepted
• Schedules complex meetings: create agendas, prepare documents, coordinate calendars, facilitate logistics, and take minutes as assigned
• May serve on national committees as appropriate

Ongoing Resident/Fellow Management

• Track/monitor key resident/fellow data/activities in RMS
• Facilitate resident/fellow expectations, actions, compliance- This may include investigating, coaching and resolution as needed
• Complete trainee verifications, current and past

Maintain and Monitor Accreditation Requirements

• Collect, research, enter, and track all information in databases as required for applicable accreditation organizations, including but not limited to, resident/fellow/faculty demographics, program information, board pass rates, and scholarly activity, as well as distribute, educate and track accreditation surveys to residents/fellows/faculty and monitor compliance.
• Works with PC Sr and/or PD with applicable accreditation processes encompassing, but not limited to Program Meetings, Clinical Competency Meetings (CCC), Program Evaluation Committee Meetings (PEC), Graduate Medical Education Committee Meetings (GMEC), Annual Program Evaluation (APE or equivalent), Annual Institutional Review (AIR or equivalent), Self-Studies, Clinical Learning Environment Review (CLER) Visits, etc.
• Schedule semi-annual reviews, preparing documents and participating when asked

Recruitment

• Annual System Set-up – ERAS, Spreadsheets, Interview Broker, etc. ensuring all applicant data is available and users have appropriate tools and training
• Participates with interview day activities, schedule faculty interviews and materials, organize logistics
• Participates with rank process, organizes meetings, gathers data, attends Rank Meeting
• Review applications within ERAS, set filters and review applications, sending communications when appropriate

Resident/Fellow Onboarding and Orientation

• Implement and Complete RMS Onboarding Checklists populating data into all databases, assembling new employee files, processing contracts, managing visa processes, etc
• Work with central GME office to prepare and participate in institutional New Resident Orientation planning and activities
• Implement program-specific orientation and welcome events for new interns and residents moving to new levels of training

Resident/Fellow Off-Boarding

• Update, distribute and monitor completion of resident/fellow Off-boarding Checklist
• Update documentation to ensure appropriate board eligibility or certification for specialty or subspecialty as stipulated in accreditation program requirements
• Participate in the planning and preparation of the annual graduation event

Education Activities

• Facilitate the planning, scheduling and implementation of all resident/fellow educational activities which may include core curriculum, simulation events, didactic sessions, training exams, etc
• Provide administrative support for special educational program pathways

Budgets

• Negotiate costs and prepare check requests and travel reimbursement forms for signature and payment

Rotation/ Call Schedule Support

• Enter and upkeep resident/fellow clinic schedules, block schedules, and call schedules
• Organize Elective/Selective rotations, in-house, local, off-site, out of state, and out of country. Request contracts when needed. Organize and track paperwork and evaluations

AMION

• Import complex resident/fellow schedules that include call, block schedules, shifts, clinics and special requests, i.e. vacation, CME. Management of duty hour compliance, call, clinic, rotation changes

RMS

• Use Resident Management Suite to manage personnel data, Milestones tracking, rotation schedules, case and procedure logging, evaluations, and monitor conferences, schedules/attendance, duty hours, daily activities and professional activities; create and run reports when needed
• Create, distribute, and track completion of evaluations for residents, fellows, faculty, ancillary staff and the program

QUALIFICATIONS

Minimum Qualifications:

• Bachelor’s Degree in relevant field
• OR
• Associate’s degree with 3 years equivalent administration and/or management experience in an academic or health setting
• OR
• An approved equivalent combination of education and experience

Knowledge/ Skills/Abilities:

• Demonstrated knowledge of ACGME or other national accreditation standards
• Demonstrated organizational skills
• Strong interpersonal skills, demonstrated ability to work effectively with multiple stakeholders
• Demonstrated ability to work independently and manage multiple tasks
• Demonstrated ability to prioritize and meet deadlines
• Demonstrated ability to work and thrive in a team setting
• Demonstrated effective problem solving and analytical skills
• Demonstrated excellent verbal, written and digital communication skills across all levels of the organization

Systems Management Skills:

• Working knowledge/experience with the various institutional, specialty specific, and national accreditation software and databases that are required to maintain departmental educational accreditation- Experience with ERAS, a Residency Management Suite Program, NRMP, etc. desirable
• Maintain proficiency in the operation of office equipment, audio-visual equipment, and other necessary technology to assist and facilitate educational presentations
• Experience in Microsoft Office Suite, with the demonstrated ability to use its maximum capacity to solve complex problems