Residency/Fellowship Coordinator - Surgery General

About this role

Department: SOM KC General Surgery ----- Residency Coordinator Position Title: Residency/Fellowship Coordinator - Surgery General Job Family Group: Professional Staff Job Description Summary: The Residency/Fellowship Program Coordinator works in collaboration with and provides administrative support to the Program Director, Program Administrator, Associate Program Directors, Chief Residents, and other program leadership as well as the GME Office to ensure compliance with all ACGME and Institutional policies and regulations.

The program coordinator is an instrumental member of the program leadership team, that is essential for maintaining the accreditation status. The program coordinator is responsible for a wide range of administrative responsibilities including but not limited to recruitment, compliance, onboarding, offboarding, educational support, event planning and scheduling. The position is essential in training program operations and is a primary resource for learners, faculty, and administrative staff. Job Description: Job Responsibilities Accreditation • Plan and prepare the annual Program Evaluation and Clinical Competency Committees meetings including the scheduling, material distribution, reporting and tracking of action items from meetings as well as recording attendance and minutes.

• Ensure required reports are submitted to the GME and ACGME by the required deadlines.

• Review the Annual Web ads and update program information prior to the program director, collecting and updating faculty and trainee information and ensuring all recommended changes have been incorporated by the deadline.

• Submit requested accreditation related data to the GME, ACGME or institution as requested.

• Ensure that any program changes requiring GMEC approval are documented and submitted to the GME office.

Recruitment • Coordinate recruitment activities for the program.

• Work with program director to update and prepare information for interested applicants.

• Review and distribute information regarding applicants.

• Arrange all interview day logistics including confirming acceptance of appts for both interviewees and interviewers.

• Distribute interview day packets to both groups, post surveys and follow up information.

• Organize materials and meetings necessary for ranking and matching residents.

• Work with program director to update NRMP match information (or equivalent system) and enter rank list.  

Onboarding • Communicate with incoming residents on important dates and events regarding their new appointment.

• Oversee all activities for incoming residents each year, including licensing, certifications, purchasing of needed equipment and arrangement of workspace.

• Work with the GME office and matched residents to ensure timely submission of all documents including agreements.

• Organize the “in program” schedule and welcome events to align with GME orientation.

Schedules/Rotations • Create the annual and/or clinic rotation schedule in partnership with the program director and/or Chief Residents.

• Obtain approval by the GMEC for any rotation changes regarding duration, location, or educational rationale.

• Work with program director and other residency coordinators to develop rotation schedules for residents which meet curriculum requirements of the RRC and ACGME.

Evaluations • Manage active evaluations through regular review for compliance and accuracy of the evaluation tool in accordance with ACGME requirements.

• Responsible for coordinating evaluation review and delivery process of the residents and teaching faculty.

• Assist with scheduling semi-annual evaluations and preparation of necessary paperwork; send calendar appointments; send reminders of appointments; prepare forms/reports for program advisors; file necessary forms in resident training file.

• Prepare aggregate faculty evaluations by trainees and distribute the evaluations to the program leadership as needed.

Conferences • Assist with daily conference administration and logistics, as necessary: order/setup of food, set up conference sign-in/EEDs machine, assist speaker with AV needs, load presentation, set up I-Clickers (audience response system), etc.

• Assist with weekly Grand Rounds administration, as necessary: e-mail correspondence to speakers/coordinators for all appropriate paperwork; attend all Grand Round Conferences to help sign in students, residents, faculty, and guests along with handing out evaluations.

•  Set up EEDs machine, I-Clickers, etc., post meeting notices on bulletin boards.

Compliance/Testing • Responsible for ensuring accurate leave times are recorded in MedHub and Workday along with any necessary paperwork required. 

• Support the preparation and administering of In Training exams and Board Prep exams.

• Administer operating details of educational programs. Handle correspondence from agencies requesting verification of residency, provide the Dean's office with resident information, compile data, maintain and regulate access to resident's files.

• Support the program director in the management of the program budget – processing reimbursements, travel, purchasing and repair/maintenance requests.

• Acquire either notary or University seal when required. Process archival of dated resident training files (catalog electronic file, prepare for offsite storage). Maintain resident training files. File appropriate documents.

• Ensure that the PLAs are updated, signed, and stored in program’s information files.

Reports and Presentations • Work with Chair, program director, and other residency coordinators to prepare reports and complete surveys about the residency program requested from the University.

• Assist in the preparation of documents for RRC.

Graduating/Alumni • Plan graduation activities with program director and coordinate the logistics of events with the planning team. (Gifts, food, speakers, location, guests, etc.)

• Ensure graduating trainees complete task lis

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