Residency Program Coordinator

Department:
SOM KC Gynecology & Obstetrics (OBGYN)
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Gynecology and Obstetrics

Position Title:
Residency Program Coordinator

Job Family Group:
Professional Staff

Job Description Summary:
The Residency Program Coordinator collaborates with and provides administrative support to the OB/GYN 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, which 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:
** Required Qualifications **

Education:
Bachelor's Degree in Business Administration or related field. Experience may be substituted for a degree on a year-for-year basis.

Experience:
At least 2+ years of relevant experience is required.
Experience in Microsoft Office Suite, relational database system (MedHub), and building reports and presentations.
Strong communication skills as evidence by application materials

**Preferred Qualifications**

Skills:
A self-motivated and adaptable individual who can provide coverage in other divisions as needed.
Initiative and ability to work independently and as a team member.
Strong organizational and multitasking skills and self-discipline with the ability to work on multiple ongoing projects simultaneously and meet deadlines.
Exemplary written and verbal communication skills and professional demeanor.
Excellent record-keeping skills
Office organizational skills and demonstrated computer proficiency.

Job Description

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

Onboarding

Communicate with incoming residents regarding their new appointment on important dates and events.
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 the 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 the program director and other residency coordinators to develop resident rotation schedules that meet the 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 the 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, setup 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 and hand out evaluations.
Set up EEDs machine, I-Clickers, etc., and 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 program in 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, and maintain and regulate access to resident's files.
Support the program director in managing 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 files, prepare for offsite storage) and maintained resident training files. File appropriate documents.
Ensure the PLAs are updated, signed, and stored in the program's information files.

Reports and Presentations

Work with the 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 the program director and coordinate the logistics of events with the planning team. (Gifts, food, speakers, location, guests, etc.)
Ensure graduating trainees complete task list transition items, including forwarding information.
Complete documents for former residents. Submit forms for certificates and verifications from hospitals and insurance companies and answer surveys and questionnaires regarding former residents.
Conduct alumni surveys as needed.
Engage alumni in program events and information as appropriate.

Other Duties

Management of Faculty information and data as needed.
Website and social media management and updates.
Event planning for the program as needed (resident social events, welcome events, research and speaker events).
Perform other duties necessary for the residency program as requested.
Plan GME and Coordinator Council Training events and meetings as required.
Complete visiting trainee requests and documentation.

Employee Type:
Regular

Time Type:
Full time

Rate Type:
Hourly

Pay Range:
$26.13 - $39.20
Minimum
$26.13
Midpoint
$32.67
Maximum
$39.20

Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Residency-Program-Coordinator_JR005363 or go to https://careers.kumc.edu/ and search for position number JR005363.

Applications must be submitted directly through the KU Medical Center website to be considered for this position. Any applications submitted via email or this website will NOT be reviewed or considered.

About KU Medical Center:
The University of Kansas Medical Centers mission is to educate exceptional health care professionals through a full range of undergraduate, graduate, professional, postdoctoral and continuing education programs in the schools of Medicine, Nursing and Health Professions. KU Medical Center also advances the health sciences through world-class research programs; provides compassionate and state-of-the-art patient care in an academic medical center environment; and works with communities in every Kansas county to improve the health of Kansans. Learn more at www.kumc.edu .

Benefits:
KUMC offers a range of great benefits that support employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid parental leave, generous employer retirement contributions and other resources to improve health and well-being. For more information, please visit https://www.kumc.edu/human-resources/benefits.html

KU is an EO/AAE. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, genetic information or protected Veteran status. http://policy.ku.edu/IOA/nondiscrimination

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