Job description
PRIMARY ACCOUNTABILITY:
The Residency Program Coordinator is responsible for the day-to-day coordination of the residency program within the Internal Medicine division at MAHEC and reports directly to the Residency Program Administrator. The Program Coordinator fosters a relationship between the Program Director and Internal Medicine Faculty as well as other providers, departments, divisions, residents, and students. The program relies on the Coordinator’s knowledge and expertise to provide administrative support to the Program Director in the management of all resident educational and professional experiences and to ensure program accreditation and sustainability. Strong administrative and organizational skills is a must.
Specific Responsibilities:
- Works closely with the Internal Medicine (IM) Residency Program Administrator to understand and enforce the Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, and program requirements.
- Tracks, reports, and ensures compliance with procedures regarding licensing with the North Carolina Medical Board and Drug Enforcement Administration.
- Maintains proficiency in and use of residency management software, New Innovations, Med Scheduler, RedCap and Smartsheet.
- Demonstrates high level of confidentiality and discretion required to manage variety of medical, fiscal and personal information.
- Supports the Residency Program Administrator in the management of residents experiencing difficulties including personal, educational, professional/behavioral and remedial issues. Assists in due processes for residents’ probation and termination in a confidential manner.
- Manages the resident evaluation process for the program via New Innovations. Maintains compliance threshold with evaluations. Inputs evaluation data for community faculty. Pulls reports for clinic-only evaluations and collects additional feedback for those who are not at the compliance threshold.
- Enters Resident schedules for the academic year into New Innovations.
- Maintains and manages accuracy of scheduling, rotations and curriculum within New Innovations.
- Develops, coordinates and maintains complex schedules for residents for rotations. Resident schedules are subject to change often
- Organizes critical departmental planning committee meetings including Program Evaluation Committee, Clinical Competency Committee, Scheduling Improvement/CQI workgroups, Annual Program Evaluation, Resident Faculty Meetings, and 4th Aim/Wellness Committee.
Resident Recruitment Responsibilities
- Partners with the Residency Program Administrator to establish recruitment policies.
- Organization and assisting Administrator of activities related to recruitment season at MAHEC (September-March) including:
- Assessing ERAS online applications and file management
- Planning hotel rates, reserved MAHEC vans, resident dinners, interview schedule, room reservations, MAHEC tour, Mission hospital tour, catered breakfast and lunch set up
- Sending out applicant photos/information each week to notify faculty
- Assist Program Director in the screening process and inviting candidates for interviews.
- Work with faculty and marketing department during the annual program evaluation to update websites and curricular area blurbs.
- Works with Program Administrator coordinating the interview process, ranking (Resident and Faculty Rank Meetings), and post-match activities (Match Day Party)
This position is categorized as a designated driver position and requires use of a MAHEC-owned or other vehicle to conduct MAHEC business on a regularly scheduled basis (e.g. daily, weekly, or for work essential to employee’s job).
CORPORATE COMPLIANCE:
- Support MAHEC’s ethical and mutually respectful work environment by:
- Performing all job-related responsibilities in a manner consistent with MAHEC’s Compliance policies and Standards of Conduct
- Completing all Compliance training in a timely manner
- Reporting any concerns or perceived Compliance violations to their supervisor and/or the Compliance Officer in a timely manner.
This job description is a general description of essential job functions. It is not intended to describe all duties the Residency Program Coordinator may perform.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Proficient in MS Word, MS Excel, and MS PowerPoint.
- Flexibility with regard to work hours is required; attendance at early morning conferences or weekend/evening sessions may be required.
- Familiarity with medical anatomy and terminology is desirable.
- Excellent interpersonal skills with the ability to work well with residents, faculty, medical students, and peers, as well as the ability to establish strong professional working relationships with the various educational support departments.
- Excellent oral and written communication skills required.
EDUCATION AND EXPERIENCE
- Any combination of training and experience equivalent to an bachelor’s degree in office administration, business, healthcare management, education, or other related degree and two years of work experience in a residency program, academic setting, health care organization, or office environment required.
- Knowledge or experience with ACGME, ABIM, and other accrediting and regulatory bodies that affect resident education and training is a plus.
COMMUNICATION SKILLS
- Excellent interpersonal skills required.
- Excellent verbal and written communication skills required.
- Ability to prepare documents and correspondence in support of programs.
- Ability to effectively present information in one-on-one and group situations required.
SCHEDULE:
Regular attendance on-site is an essential function of this position. This position is based in the MAHEC Internal Medicine Building. Generally work is performed Mon-Fri between 8:00-5:00pm. Occasional early mornings, evenings, and/or weekends may be required.
PHYSICAL DEMANDS
The physical activity requirements of the position range from Light to Medium Physical Work. Exerting up to 25 lbs. occasionally or negligible weights frequently; mostly sitting.
- Constant: sitting, reading, watching, listening, hearing, walking to other offices
- Frequent: talking, fine dexterity required for keyboard, use of foot controls for Dictaphone and driving
- Occasional: pushing, pulling, lifting, standing, carrying, reaching for supplies, twisting from computer to telephone
- Potential: running, jumping, yelling or other rapid or forceful movement in emergency situations
Throughout the COVID-19 pandemic, MAHEC has worked tirelessly to promote evidence-based practices across our entire organization. With this in mind, all MAHEC employees and learners will be required to receive the COVID-19 vaccine or have an approved exemption.
MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. Black, Indigenous, People of Color and Spanish/English bilingual persons are strongly encouraged to apply.
With this in mind, studies show that women, gender diverse, and BIPOC candidates are less likely to apply unless they meet all of the qualifications listed in the job description.
If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to
AskTalent@mahec.net
for support in your job search process. You could be the talent we are seeking for this or other opportunities.
MAHEC is a certified Living Wage employer through Just Economics of Western North Carolina. We offer excellent benefits and are committed to creating a diverse, inclusive, and equitable workplace.
Starting hourly rate for this position is
$17.78/hour
and offer is based on experience, educational requirements and internal team equity.
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