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Residency Coordinator

Company Name:
Dartmouth-Hitchcock
Residency Coordinator
Department: GME Pathology Fellowships
Schedule: Full-time 30-40 hours
Hours: Monday - Friday; 8:00AM - 5:00PM
Job ID: 26101
Job Code: 400844
Job Details:
Associate's Degree
Pathology Fellowship Program Coordinator - (60% Pathology & 40% float).
Under the immediate direction of the Program Director and reporting to the Senior Manager of GME Operations, function independently with minimal supervision to oversee and direct all administrative activities associated with the training program, ensuring that the program's overall educational environment facilitates the achievement of defined program objectives. Assist the Program Director in ensuring that the training program is in full compliance with GME Office policies and procedures as well as relevant institutional policies and procedures, ACGME requirements and regulations and relevant professional standards and criteria.
A. Program Planning
Collaborate with the Program Director to develop the training program's annual work plan.
Develop and implement methods and procedures for accomplishment of short and long-term program initiatives and goals.
Join with residency program, department and GME leadership to develop and implement new systems and administrative policies, educational programs and recruitment strategies.
Assist in assessing faculty development needs and participates in faculty development projects to enhance residency training.
Evaluate the degree to which program objectives are achieved and provides feedback to the Program Director and GME leadership.
B. Program Administration
Coordinate the administrative functions of the training program and provides assistance to the Program Director to ensure compliance with current ACGME accreditation standards.
Assist the Program Director in coordinating the activities of program trainees by developing schedules, specifications for each residency track, reviewing prerequisites for rotations, on-call coverage, sequencing and specific needs of rotations, number of residents on a rotation, etc.
Help develop, maintain and monitor didactic schedules for physician trainees as appropriate; organizes and coordinates program learning activities and administrative conferences.
Ensure appropriate documentation of training experience for compliance with ACGME requirements for program accreditation.
Maintain all documentation and data bases necessary to meet internal and external institutional, professional and governmental compliance requirements by establishing and maintaining filing systems and manage electronic databases such as E Value, Accreditation Data System (WebADS); GME Track; On Call/AMION; ERAS, case logs or other required information for the program and communicate these data to the GME Office as needed to help meet both internal and external programmatic and GME compliance deadlines and expectations.
Provide the GME Data Analyst and/or Corporate Finance with data necessary (e.g., off-site rotations, conference attendance) to help ensure appropriate reimbursement for contracted services and for completion of the GME component of the Medicare Cost Report and/or to help ensure appropriate reimbursement for contracted services.
Coordinate on-going review and updating of program policies and procedures, resident handbook; provides support for implementing program and institutional policies; implements policies and procedures consistent with institutional and program requirements for resident duty hours and the working environment; help ensure compliance with grievance and due process procedures.
Provide assistance for academic projects undertaken by the training program.
Help oversee didactic and clinical education to ensure quality of educational environment.
Provide administrative support in conducting evaluations of residents, faculty and the program.
Provide verification of residency education for all residents, including those who leave the program prior to completion.
Help the residency director administer and maintain an educational environment consistent with ACGME accreditation requirements.
Provide appropriate program-level administrative support for recruitment, credentialing, appointment, orientation, reappointment, and graduation/termination of physician trainees through timely and accurate completion and submission of required GME/institutional level documentation.
Collaborate with appropriate DHMC Offices (e.g., Compensation, Human Resources, Finance, Corporate Contracting) to provide timely and accurate information to ensure efficient processing of mission-critical personnel, educational, budgetary and other required documentation.
Assist in developing and maintaining up-to date affiliation documents and/or contracts related to off-site rotations of residents.
Assist in preparing and submitting accurate and complete information required and requested by the ACGME such as program information forms and annual program resident updates to the ADS.
Liaise with hospital and clinic units on program related matters.
C. Recruitment/Selection
Coordinate annual screening of applications annually using the electronic residency application process (ERAS).
Ensure compliance with the sponsoring institution's written policies and procedures, including those specified in the Institutional Requirements, for selection, evaluation and promotion of residents, disciplinary action and supervision of residents.
Coordinate the development and publication of recruitment materials and program website.
Support the program's residency selection committee and program's recruitment activities including corresponding with applicants, and organization of interview days.
Collaborate with GME Office to ensure that all residents are properly licensed within the states where they have assignments and have the proper credentials for each hospital where they have privileges.
D. Budget
Plan residency budget in conjunction with Program Director and departmental business manager (if applicable) and manages the operating budget in consultation with the Program Director.
Assist in developing estimates for all costs associated with the residency and allocates and manages the assigned budget.
Manage recruitment-related expenditures.
Establish and communicate guidelines for academic related expenditure requests involving educational materials, educational travel, and conference registration.
Provide GME Office with budget information necessary to meet institutional compliance expectations as appropriate.
Perform other duties as required or assigned
MINIMUM EDUCATION & EXPERIENCE: Associates degree with a minimum of 3 years of relevant office experience (or the equivalent) required. Proven leadership, organizational, communication, and interpersonal skills required. Demonstrated ability to synthesize and integrate information, function independently with minimal supervision, relate sensitively to people and handle confidential information. Ability to work well under pressure while maintaining strong attention to detail and meeting multiple deadlines required. Demonstrated proficiency with enterprise-standard technologies including MS productivity software (Word, Excel, Power Point, Outlook). Preference will be given to applicants holding TAGME certification (if available) and those with experience using scheduling systems (e.g. On Call/AMION) and resident management systems (e.g., ERAS, E Value modules).

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