Residency Program Coordinator FT Days

Socket.dev; Detroit (MI); On-site; USD 45,000 - 75,000; Full time

Job summary

Detroit Medical Center is seeking an organized GME administrative coordinator to support the Graduate Medical Education Office. The role focuses on residency program management, scheduling, and regulatory compliance to ensure accreditation readiness across multiple departments.

You will collaborate with residents, attending physicians and department leadership, maintaining documentation, coordinating interviews, and supporting annual program evaluations.

Qualifications

• Bachelor's degree preferred.
• Knowledge of Graduate Medical Education.
• Knowledge of Electronic Residency Application Service Program.
• Knowledge of National Matching Programs.
• Knowledge of Zoom and Microsoft Teams.
• Knowledge of ERAS Scheduler, Thalamus and OnCall (Amion).
• Familiar with Residency training program requirements.

Responsibilities

• Assists leadership with day-to-day administrative support for the GME Office.
• Coordinates residency schedules, rotations and conferences.
• Maintains resident files and compliance records.
• Prepares reports and minutes for committee meetings.
• Onboards new residents and coordinates interviews.
• Ensures adherence to accrediting body requirements and data integrity.
• Manages communications among residents, faculty and administration.
• Assists program leadership with annual updates and compliance.

Skills

Graduate Medical Education

ERAS Knowledge

National Matching Programs

Video Conferencing Tools

Scheduling Software

Microsoft Word

Excel

PowerPoint

Access

Adobe Acrobat

Outlook

Education

Bachelor's degree preferred

Tools

Zoom

Microsoft Teams

ERAS Scheduler

Thalamus

OnCall (Amion)

Job description

The Detroit Medical Center (DMC) is a nationally recognized health care system that serves patients and families throughout Michigan and beyond. A premier healthcare resource, our mission is to help people live happier, healthier lives. The hospitals of the Detroit Medical Center are the Children's Hospital of Michigan, Detroit Receiving Hospital, Harper University Hospital, Hutzel Women's Hospital, the DMC Heart Hospital, Huron Valley-Sinai Hospital, the Rehabilitation Institute of Michigan and Sinai-Grace Hospital.

DMC's 150-year legacy of medical excellence and service provides patients and families world-class care in cardiovascular health, women's services, neurosciences, stroke treatment, orthopedics, pediatrics, rehabilitation, organ transplant and other general and specialty services.

DMC is a key partner in Detroit's resurgence, which continues to draw national and international attention. A dedicated corporate citizen with strong community ties, DMC is one of the largest and most diverse employers in Southeast Michigan.

Job Summary

Under limited supervision, provides a high level of diversified administrative support in assisting the Graduate Medical Education (GME) Office in the management and direction of the residency training program. Coordinates the educational activities of the program for incoming and current residents. Assures program compliance with regulatory agency standards and maintains essential documents required for program viability. Functions as liaison between the GME office, residents, departments, attending physicians, administration, outside institutions and Program Director(s)

PRINCIPAL DUTIES AND RESPONSIBILITES:

1. Assists leadership with day-to-day personnel and administrative support services of the department. Assists in scheduling, communications and preparing reports, conduct documentation reviews for errors and discrepancies, and media for meetings and conferences.
2. Resolves problems and refers problems of an unusual nature to direct supervisor and program leadership.
3. Assists with program communication and compliance with accrediting body requirements and remain informed on updates from the accrediting body. Assists with the program’s annual update, as required by the program’s accrediting body.
4. Maintains and oversees time off and attendance records for residents and other healthcare personnel as needed.
5. Prepares, copies and distributes house staff rotation schedules, call schedules and lecture schedules. Coordinates rotation, vacation and call schedules.
6. Maintain resident files in compliance with the institution’s policy. Assists program leadership with meeting resident case/patient/procedure logging requirements necessary for accreditation and specialty board certification.
7. May prepare agendas and minutes for department meetings, schedule meeting rooms, set up iTV/Videoconferences and webinars, organize materials for resident/student orientation, update resident information files, and enter data into database.
8. May prepare and approve book/travel requests and special request orders for program leadership.
9. Recruits potential residents via the following methods: campaign planning, application process and review, scheduling and coordinating interviews, establishing and maintaining data files for use in preparation of rank list for match, corresponding with candidates.
10. Manages the onboarding process of new and transfer residents to ensure residents can begin training. Assists with preparation of applications and inspection materials.
11. Prepares meeting agenda, takes and distributes minutes for various Medical Education Committee Meetings.
12. Monitors program personnel and make adjustments to resident and faculty rosters in various databases.
13. Supervises collection of data fulfilling American Medical Association, American Osteopathic Association and other licensing and credentialing boards; prepares reports and compiles statistics.
14. Verifies training and processes letters of recommendation for current residents as well as past residents; prepares correspondence relative to program.
15. Plan and organize resident graduation which involves securing facility, identifying menu, generating invitations and developing graduation program.
16. Coordinates monthly didactic schedule, which includes identifying speakers, assisting with presentations and frequently communicating with attending physicians. Collects lecture evaluations and prepares summary reports, maintains lecture attendance records and documentation, corresponds with program faculty.
17. Prepare, distribute, report, and manage evaluations for the program, including residents and faculty.
18. Review budget analysis for accuracy. Track program expenditures aligned with the program’s budget.
19. Coordinates the annual program evaluation, preparation and signing of contracts for new and existing residents and program directors via submission of contracts for CME credit approval for physician.
20. Tracks and maintains documentation of compliance requests for residents such as, but not limited to, BLS, HIPAA, OSHA, immunization records and personal health and malpractice insurance to assure confidentially and compliance.
21. Develops and maintains resident tracking software and maintains current data such as evaluations, examinations, schedules, procedure logs and conference attendance, scholarly activity and so forth.
22. Assists the Program Director in implementation of requirements for resident training programs in compliance with the program’s accrediting body and arranges site visits by various institutions. Maintains a working knowledge of student and resident requirements and department/site resources.
23. May develop medical student rotation schedules, coordinates visiting medical student rotations and collects student evaluations. Corresponds with Michigan State University College of Osteopathic Medicine and Wayne State University School of Medicine as needed.
24. Orders catering, supplies and lab coats as needed, and prepare disbursement orders for material purchasing.
25. As needed, assumes overall responsibility for the efficient operation of the department in supervisor’s absence.
26. Serve as a liaison between the GME Office Leadership and Program.
27. Participates in professional development activities to enhance the program.
28. Other duties as assigned.

• Skill in operating a PC including use of software packages such as Microsoft Word, Access, Excel, PowerPoint, Adobe Acrobat and Outlook, and other online programs.
• Ability to use specialized educational software to record PowerPoint presentations with audio and complete the video processing of the lectures.
• Skill in writing and editing correspondence with correct grammar, spelling, and punctuation and with speed and accuracy.
• Skill in coordinating special events by determining place, time, and arranging catering, parking, etc.
• Knowledge of basic math to compile and construct tables, charts, and graphs.
• Skill in operating basic audiovisual equipment, such as LCD projector, slide projector, Audience Response System and microphone systems.
• Ability to handle sensitive documents and matters with discretion. Ability to identify matters of a confidential nature and uphold standards of confidentiality and professionalism at all times.
• Knowledge of Graduate Medical Education
• Knowledge of Electronic Residency Application Service Program
• Knowledge of National Matching Programs
• Knowledge of Virtual Conferencing systems: Zoom and Microsoft Teams
• Knowledge of Scheduling Applications: ERAS Scheduler and Thalamus, OnCall (Amion)
• Familiar of Resident General Board Requirements for Residency Training Programs (e.g., AUA, ABU, ABOG, ABOto)
• Bachelor's degree preferred