GME Institutional Coordinator

Job description

Job Description Job Profile Summary ​This role focuses on supporting the education and development of employees or students by developing education, curricula, materials, and programs to support educational growth. In addition, this role focuses on performing the following Higher Education duties: Works directly with clinical and academic staff to design and deliver academic and clinical education. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. A specialist level role that requires very advanced knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for non-routine situations and may be responsible for leading daily operations, and trains, delegates and reviews the work of lower level employees, and problems are typically difficult and non-routine but not complex. Job Overview This position consults and advises Program Directors and Program Coordinators on accreditation requirements and processes. Assists the Designated Institutional Official (DIO) and Director in the provision of institutional and program-specific oversight and administration of all GME programs. Provides support for Graduate Medical Education Committee (GMEC) meetings. Coordinates and tracks accreditation activities, to encompass ACGME Program Site Visits, Internal and Special Reviews, and Annual Program Evaluations. Responsible for the systematic management and retention of all institutional and program accreditation files. Monitors and disseminates correspondence from ACGME, and other entities regarding institutional requirements, program accreditation, etc. Serves as a liaison between GME and ACGME, NRMP, et al., assuring that each program meets deadlines and provides correct information to those entities. Serves as a liaison between the GME office and Program Leadership, focusing on the development and education of Program Coordinators across the institution. Responsible for all onboarding activities, housestaff credentialing and compliance for both the educational programs and the trainees in them. Job Description Minimum Qualifications: 1. Bachelor’s Degree. 2. Two (2) years of GME experience with ACGME requirements, state licensing regulations, American Boards of Medical Specialties, and ECFMG/Visa experience. 3. Two (2) years program coordinator, program management, medical staff office Credentialing experience. Preferred Qualifications: 1. Master’s Degree in healthcare related field. 2. Certified Training Administrator Graduate Medical Education (C-TAGME). 3. Experience in Healthcare related field. 4. Four (4) years of GME experience with ACGME requirements, state licensing regulations, American Boards of Medical Specialties, and ECFMG/Visa experience. 5. Residency Management Software experience. 6. Experience in data management, including data entry, manipulation, and analysis. Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned. 1. Works with Accreditation Manager to identify appropriate measures to correct institutional or program deficiencies cited by faculty or residents and establish appropriate communication channels to effect required changes. 2. Assists with monitoring and preparation of program affiliation agreements with outside hospitals as appropriate to assigned programs and establishes effective communication procedures internally and externally to comply with project deadlines and ensure appropriate institutional cash flow. 3. Liaison to ECFMG, Board of Registration in Medicine, the ACGME and the NRMP program for assigned programs. 4. Acts as a liaison to program coordinators, all trainees in training or research. Assisting them in matters relating to their stipends and benefits. 5. Assists in the development of forms, processes and other data tools in the applications that capture, report and consolidate metrics needed for institutional and program “report cards” or trainee/program compliance. 6. Maintains regular telephone interaction and correspondence with internal departments as well as Tufts affiliates to obtain materials for “rotating” House Staff, to verify previous training and to ensure accuracy of data and endorsements related to House Staff appointments for house officers from other institutions rotating at Tufts MC. 7. Requests and verifies the rotators schedules in New Innovations and works closely with the Residency coordinators and other internal/external departments to complete their onboarding process and maintain the accuracy of schedules and IRIS information in NI. 8. Works with the Accreditation Manager, Director and Assistant Director for GME in addition to program coordinators to ensure New Innovations training records and schedules are updated accordingly, maintaining accuracy and contract/malpractice adjustments when needed to maintain board eligibility. 9. Will become familiar with accreditation requirements for programs within their domain, understanding recruiting cycles, normal complement process and financial structure for these programs in order to support PLA/PFA processes, ERAS, NRMP, ADS and budgeting data. 10. Maintains and updates both the internal and external Graduate Medical Education websites. 11. Provides direct Program Coordinator support to specific programs in their domain and serves as resource in training through Professional Development, tutorial and education. Coordinates Professional Development in conjunction with Assistant Director for GME and Accreditation Manager. This includes the creation of educational material and dissemination as it relates to the responsibilities of the position. 12.Through super user status, maintains and manages accurate Residency Management Suite database (New Innovations) and training for all people with access. 13. Prepares monthly Duty Hour reports and presents data to the DIO/GMEC quarterly regarding clinical work hour violations. Serves as a resource for education related to NI work hour logging and ACGME requirements. 14. Provides advanced user training in New Innovations to program coordinators and directors related to duty hours monitoring, setting up evaluations for faculty evaluation of resident, resident evaluation of faculty, resident evaluation of rotation and faculty evaluation of program. 15. Primarily responsible for both initial and renewal of limited license applications for all House Officers and incoming rotators and act as a liaison to the Board of Registration in Medicine for all other licensing issues. 16. Serves as an internal resource to develop other GME and program coordinators to super user level by effective teaching and assessment of user skill level and design teaching interventions specific to the audience level. 17. Establishes effective monitoring systems for duty hour violations and follow-up with respective programs to establish effective mechanisms for corrective action and continued monitoring to ensure institutional compliance with ACGME standards. 18. Acts as the point person for all House Officer onboarding activities. Works with IT, Employee Health, Human Resources, Risk Management and all other internal/external departments to ensure that House Officers are cleared to work by their start date. 19. Monitors the preparation and processing of documents needed for a house officer to begin training, including licensure, malpractice insurance, visa application, payroll, fringe benefit enrollment, etc. Ensures documents are submitted in a timely manner prior to resident training program start. 20. Assigns, coordinates, and manages accurate House Offer records and Contracts in New Innovations. 21.Coordinates and participates in both Resident and Fellow orientations. This includes but is not limited to booking rooms, ordering food, preparing agendas, assigning trainee groups and sending calendar invitations to speakers and vendors. 22. Coordinates all GME Meetings – Sets schedule, creates agenda, obtains catering, sends reminders, tracks attendance and takes minutes. 23. Screens and processes moonlighting/extra clinical duty requests. Notifies the trainee whether their request is approved or denied and provides individual moonlighting facesheet for approved sites. Maintains and audits lists as necessary. 24. Provides program coordinator support to specific programs in their domain, including processing of contracts, licensing, and evaluation of visa status for residents and house staff in assigned programs. 25. Responsible for accurate GMEC Minutes, annotation of actions taken during the meeting, including requests for GMEC approval, votes and attendance. 26. Maintains collaborative, team relationships with peers and colleagues to effectively contribute to the working groups’ achievement of goals, and to help foster a positive work environment. 27. Manages the daily operations of the GME office, including support to trainees, program coordinators, directors and alumni through timely communication, accurate information and customer service. 28. Assists the Director and DIO in special projects as needed. 29. Maintains accurate files on all current and former house staff and processes all verification documents on former house staff in an accurate and timely manner. 30. Responsible for compliance, including provision of reports as needed for Licensing, Visas, Federal DEA numbers and malpractice coverage, etc. 31. Maintains accurate distribution lists for GMEC, Program Directors, Coordinators, trainees and assures accurate and up to date information at all times. 32. Organizes, coordinates and takes lead on Graduation Certificates, organization of Housestaff Events including but not limited to Tuftsgiving, Orientation, Resident Appreciation Week, etc. 33. Regularly performs audits of New Innovations, Workday, ACGME to assure accurate, timely and full compliance with all required data, requirements and functions for programs in their domain. Physical Requirements: 1. Occasionally lift and or move up to 25 pounds. 2. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending/descending stairs and operating office equipment. 3. Frequently required to speak, hear, communicate and exchange information. 4. Ability to see and read computer displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols. 5. Position is primarily in-office with occasional remote work (apx 1-2 days per week, arranged in advance, after initial training period). Skills & Abilities: 1. Proficient in Windows-based operating software and systems that include MS Word, MS Excel, MS Access, and MS PowerPoint. 2. Excellent written and oral communication and presentation skills, interpersonal skills and customer service. 3. Excellent organizational skills and attention to detail. 4. Time management skills with proven ability to meet deadlines. 5. Team player with ability to work in conjunction with staff in a supportive way to troubleshoot and resolve issues. 6. Self- directed learner with ability to understand accreditation requirements and detailed attention to work product. 7. Ability to address difficult situations with tact and diplomacy, maintaining the confidentiality of GME issues. 8. Ability to adapt quickly to changes within the work environment. At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day. The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals. Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth—one of the many ways we invest in you so you can thrive both at work and outside of it. Pay Range : $66,397.24 - $82,991.27 based on full-time equivalent