GME Institutional Coordinator Orthopaedic Program Manager

This GME Institutional Coordinator position will have two components. One component will be primarily dedicated to the Orthopaedic Surgery residency, and the other will be dedicated to the development of new GME programs at CHI Health Lakeside. It is estimated that 0.70 FTE will serve as the primary coordinator for the Orthopaedic Surgery residency program. The remaining 0.30 FTE will support the GME Office in the development of new programs at CHI Health Lakeside.

With oversight and direction from the Program Director, the coordinator will serve as a member of the residency leadership team and will be critical to the success of the program. The coordinator must possess skills in leadership and personnel management and is expected to develop specialized knowledge of ACGME Core and Program Requirements, as well as applicable policies and procedures. The coordinator will assist with accreditation efforts, educational programming, and support of residents and fellows. Responsibilities include recruiting and onboarding trainees; developing projects; managing program finances; maintaining databases; communicating with faculty and trainees; and managing internal and external program relations. The coordinator is also responsible for assisting with Annual Program Evaluation, Program Evaluation and Clinical Competency Committees, ACGME site visits, Annual Program Review, ACGME Milestone reporting, and SelfStudies.

In the role of GME Institutional Coordinator, this individual will serve as the sitespecific lead for accreditation of new programs under the institutional strategic plan. At the institutional level, the coordinator will work with the DIO and the CommonSpirit Health representative to gather preliminary information regarding case numbers, program pace, and other logistics required to initiate new programs. At the program level, this individual will work directly with the Program Director and the GME Institutional Manager for Accreditation and will coordinate virtual and inperson meetings to facilitate the ACGME application process.

This position will also serve as a backup to other residency/fellowship programs during shortterm vacancies in new programs at CHI Health Lakeside.

Essential Functions:

• Accreditation of New Programs. In collaboration with the GME Institutional Manager, Accreditation, contributes to the development of new GME accredited programs and expanding programs at CHI Health Lakeside, providing site-specific information.
  
  
  
  • Contributes to required documentation, preparations for, and participates in initial site visits with the ACGME.
  • Policies & Procedures: Works with Program Director to create, understand, and interpret program policies & procedures to ensure alignment with institutional policies and accreditation requirements.
  • Ensures all ACGME accreditation requirements are integrated into the training program and set up in the Residency Management Suite.
  
  
• Position will assist with any accreditation related project or task not otherwise identified as requested.
  
  
• GME Program Manager dedicated to the Orthopaedic Surgery residency
  
  
  
  • Program Accreditation: Tracks and gathers data; Inputs answers into surveys/reports; Handles arrangements for site visits/self-study and special reviews; Maintains Program Evaluation Committee (PEC) minutes and action Items
  • Recruitment: Maintains ERAS; Registers for NRMP and SOAP; Confirms NRMP quotas; Distributes applications for review; Organizes and leads recruitment days; Coordinates all arrangements; Communicates with applicants; Schedules applicants and interviewers; Arranges itineraries and schedules for candidates; Schedules Rank Meeting
  • Resident/Fellow Scheduling: Inputs schedules into Residency Management System; Monitors schedules for accuracy; In conjunction with chief residents and/or program leadership, creates and enters call schedule into appropriate platform; Manages all scheduled leave for resident, including vacations, sick, parental, FMLA, and conferences and coordinates all leave with affiliated sites; Runs work hour compliance and submission reports
  • Department Liaison for GME: Liaison between Program Director and residents/fellows; Communicates with GME Office on programmatic and resident/fellow issues; Submits requested documentation; Assists residents/fellows with program questions using outstanding customer service; May attend national or regional GME meetings
  • Curriculum Development: Work directly with the Program Education Committee (PEC) in creating the core and transition curriculum series, workshops, and bootcamps; Creates evaluations in Residency Management Suite; Distributes evaluations and tracks completion; Tracks and reports conference attendance to the Clinical Competency Committee (CCC); Sets up for conferences (speakers, presentation files, zoom, etc.); Gathers and distributes orientation materials
  • Program Communications/Meeting Management: Acts as liaison between the training program and GME Office; May email or mail communications for the Program Director; Acts as initial contact for other programs (internal and external stakeholders); Acts as contact for visiting residents/fellows from other institutions and communicates for Program Director to arrange to bring the visiting resident/fellow to CU; Updates websites; Schedules administrative meetings; Prepares agenda and materials; Takes minutes and distributes appropriately
  • Finance: Reviews program budget for accuracy; Tracks resident/fellow professional development account; Tracks program spending for accuracy and to ensure budget compliance; Works with ADGME to prepare mid-year projections; Makes resident/fellow travel arrangements; Prepares resident/fellow reimbursement reports
  • Policies & Procedures: Distributes policies/procedures; Understands policies/procedures and is able to interpret accurately for residents/fellows
  • HR: Tracks leaves of absences; Submits ACGME temporary increase; Collects credentialing documentation; Analyzes letters of recommendation for appropriateness; Monitors licensure, life support training, and mandatories; Approves and tracks time off (vacations, conference time, sick days, etc.); Writes required documentation for J-1 visa submissions; Advises on effects of LOA to the individual resident's/fellow's training program; Provides guidance and assists residents/fellows with administrative matters
  • Education, Wellness, and Social Events for Residents/Fellows: Organizes events; Coordinates all arrangements; Assists with oversight of events; Selects and purchases swag; Understands University hosting policies/procedures; Manages address list; If applicable, proctors annual in-training examination
  
  

Qualifications:

• Bachelor's Degree or higher
• 2-4 years' experience in education, medical education, and/or leadership management
• Prior experience as a GME Coordinator preferred

Knowledge, Skills, and Abilities:

• Exhibit excellent interpersonal and communicative skills when working with internal and external customers
• Demonstrated ability to develop strong collaborative relationships and ability to multi-task
• Strong administrative management skills and proficient with Microsoft Office
• High organizational skills and attentive to details

Licenses/Certifications:

TAGME Certification preferred