Graduate Medical Education Program Coordinator

GME Program Coordinator

Aiken Regional Medical Centers, located in Aiken, South Carolina, is a 273-bed acute care facility providing top quality and safe healthcare to the residents of Aiken and surrounding communities since 1917. Aiken Regional Medical Centers has been ranked a top hospital in South Carolina by the American Heart Association for its treatment of heart attack, heart failure and Stroke, and most recently, coronary artery disease.

Additionally, Aiken Regional provides comprehensive healthcare services such as behavioral health (Aurora Pavilion Behavioral Health), emergency medical care (main hospital and ER at Sweetwater), orthopedic surgeries, maternity, rehabilitation services(Hitchcock Rehabilitation Services), imaging, and wound care.

Visit us online at: https://www.aikenregional.com

The GME Program Coordinator is responsible for the day-to-day administration of the Transitional Year residency training program accredited by the Accreditation Council of Graduate Medical Education (ACGME). The program coordinator assists the Program Director (PD) in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME accreditation standards and other regulatory requirements. Reporting to the Director of Graduate Medical Education (DGME), this role functions as a liaison between the Program Director, Residents, participating sites, the GME office, and other departments within Aiken Regional Medical Centers (ARMC).

Duties:

• Oversee the day-to-day operations of the residency program.
• Coordinate educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program's curriculum and adherence to ACGME.
• Provide guidance to residents on program and GME policies, and non-clinical aspects of the program.
• Establish and disseminate rotation, clinic, and call schedules.
• Manage dissemination and completion of resident, faculty, and program evaluations.
• Coordinate accreditation activities including maintenance of program files and records, submission of annual updates to the ACGME via the Accreditation Data System, Internal Reviews, annual program evaluations, etc.
• Manage Resident Clinical and Educational Work hours, and evaluation reports and ensure reporting/completion compliance.
• Ensure GME institutional and program policies and procedures are developed, revised as appropriate, and enforced.
• Coordinate and manage the resident recruitment and selection process, including application review, scheduling and facilitating interviews, and all recruitment activities, with guidance and collaboration from the Program Director.
• Assist the Program Director and faculty in planning, developing, and implementing residency program quality improvement projects.
• Ensure program information is annually updated in various GME systems (i.e. ABIM, Freida, NRMP, GME Track, ERAS, and other professional organizations).
• Communicate with GME constituents (GME Office, department faculty, residents, ACGME, Specialty Board and Specialty Specific Organizations, ABMS, and other specialty boards) on a regular basis or as needed.
• Interpret ACGME requirements, institutional policies and procedures as applicable, and assist the Program Director in development of program policies and procedures based on external requirements.
• Advise residents on institutional and program policies and procedures.
• Meet with Program Director on a regular basis to keep him/her apprised of important issues related to the program and trainees.
• Manage the Residency Management System (New Innovations - NI) for the program, including maintaining resident demographic data; resident schedules, importing program and rotation goals and objectives; conferences attendance tracking; and ensuring timely completion of duty hour reports and evaluations.
• Ensure residents submit case/procedure log data in appropriate systems as required by the RRC (ADS, RMS, other).
• Advise and consult on issues or inquiries from residents, faculty, staff, and department directors.
• Manage confidential and critical materials, issues, and communications. Act as liaison between the Program Director and a full range of internal and external offices and individuals.
• Ensure adherence to the residency programs' policies regarding clinical and educational work hours and the impact of leave on board eligibility, as appropriate.
• Evaluate trainee morale and respond to resident concerns; consult with PD, and GME Office as necessary.
• Assist in trainee remediation, when applicable. Manage Program Directors' schedule and determine projects that need to be addressed by the Program Director, and those that can be delegated to Core Faculty and/or other staff.
• Identify areas for programmatic improvements and develop initiatives to address weaknesses.
• Provide general guidance regarding accreditation and program management to the department's constituents.
• Develop/manage program website for trainees, faculty, and prospective trainee including annual verification of website content and updates off-cycle as needed.
• Proctor annual in-training exam from the Specialty Board.
• Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty Specific Program requirements; assist with development of program policies which comply with accreditation requirements.
• Maintain all essential documents required for program accreditation.
• Ensure resident reporting compliance in the RMS system.
• Assist the PD in maintaining ACGME Web Ads updates and other database systems.
• Work with the GME Office to schedule program Internal Reviews, prepare Internal Review documents, and participate in review meetings.
• In coordination with PD, act on citations received in a timely manner.
• Prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites.
• Ensure agreements are reviewed/revised as directed by the GME office.
• In collaboration with the PD, develop and maintain resident schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in RMS, and update as appropriate.
• Communicate/distribute schedules to the hospital's wards and clinic schedulers.
• Approve revisions to schedules, and coordinate changes with affiliated sites and personnel throughout year, ensuring that coverage is provided when needed.
• Advise and counsel residents concerning ABMS and other specialty boards training track educational requirements, adjusting schedules to meet requirements when needed.
• Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.
• Manage off-site rotation schedules (affiliated institutions, away rotations).
• Assist PD in development of program evaluations that measure resident performance, faculty performance, educational content of rotations, and the program, ensuring these are written in competency-based language and include milestones.
• Identify methods for obtaining evaluations by outside evaluators, including nurses, patients/patient families, staff, technicians, etc. (e.g. 360 evaluations).
• Administer the evaluation process for the program in the RMS and ensure timely completion by evaluators.
• Coordinate feedback process to division directors regarding rotation evaluations; analyze evaluation data and develop recommendations for curricular and service changes as needed.
• Ensure completion of confidential annual program evaluations by residents/fellows and faculty.
• Ensure timely completion of Final Summative evaluations by the PD for graduating residents.
• Assist in the evaluation of faculty performance as it relates to the education program, incorporating confidential evaluations from residents.
• Coordinate/schedule resident semi-annual reviews.
• Assist PD and the Program Evaluation Committee (PEC) with the Annual Program Evaluation (APE) process.
• In collaboration with the PD, establish candidate criteria.
• Update and manage program information in the Electronic Residency Application Service (ERAS).
• Manage candidate application review in ERAS.
• Ensure adherence to National Resident Matching Program (NRMP) requirements, policies, and deadlines.
• Assist with the development of recruitment brochures, marketing materials, and content for program website.
• Manage interview scheduling using scheduler, manage interview day activities.
• Coordinate the ranking session activities and assist with the submission of the NRMP rank order list.
• Other duties as assigned.

Benefit Highlights

• Sign On Bonuses for select positions
• Unlimited Employee Referral Bonus Program
• Competitive Compensation & Generous Paid Time Off
• Excellent Medical, Dental, Vision and Prescription Drug Plans
• Tuition/Certification Reimbursement after 6 months
• Culture of Excellence - Employee Recognition program
• Challenging and rewarding work environment
• Clinical Nursing Ladder opportunities
• SoFi Student Loan Refinancing program
• 401(K) with company match and discounted stock plan
• Career development opportunities within UHS and its 300+ Subsidiaries!
• More information is available on our Benefits Guest Website: uhsguest.com

About Universal Health Services

One of the nation's largest and most respected providers of hospital and healthcare services, Universal Health Services, Inc. (NYSE: UHS) has built an impressive record of achievement and performance, growing since its inception into a Fortune 500 corporation. Headquartered in King of Prussia, PA, UHS has 99,000 employees. Through its subsidiaries, UHS operates 28 acute care hospitals, 331 behavioral health facilities, 60 outpatient and other facilities in 39 U.S. States, Washington, D.C., Puerto Rico and the United Kingdom.

Requirements:

Education: High School diploma required. Bachelor's Degree preferred.

Experience: 3-5 years of office administration experience. Previous Graduate Medical Education and/or healthcare services experience preferred. Strong organizational skills. Ability to multitask and prioritize competing priorities to meet simultaneous deadlines. Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents, and other administrative personnel. Proficient with Microsoft applications to include Outlook, Excel, Word and PowerPoint as well as database management and utilization.

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