Residency Program Coordinator

University of Oklahoma

Oklahoma, OK

ID: 7116666 (Ref.No. ta223283)
Posted: November 22, 2022
Application Deadline: Open Until Filled

Job Description

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Come join the staff at OU HSC and become a part of Oklahoma's premier research university which leads the state in education and career opportunities. OU HSC is one of only four comprehensive academic health centers in the nation with seven professional colleges. We are currently building world-class institutes for the treatment of diabetes and cancer. We are looking for a Residency Program Coordinator to join the team!

Duties:

Works under general supervision with results being reviewed for compliance with established guidelines and desired goals
Ensures compliance with current guidelines of the Accreditation Council for Graduate Medical Education (ACGME) and applicable specialty boards
Coordinates the day-to-day operations of the residency and; or fellowship program for residents and fellows under the guidance of the Program Director
Ensures planning activities, assessments, data analysis, and reports are completed efficiently and in a timely manner
Maintains critical files and information
Ensures the residency program maintains compliance with ACGME, Residency Review Committee (RRC) and Board specialty requirements
Ensures resident and faculty compliance with institutional and ACGME requirements
Oversees licensure process for trainees and Education Commission for Foreign Medical Graduates (ECFMG) documentation
Monitors trainee duty hours to ensure compliance
Develops the annual residency work schedule and project plan for the accreditation cycle
Develops, administers, and coordinates clinical rotation and on-call schedules
Manages computerized information systems for collecting and storing program data, generating management reports, and documentation
Compiles data for annual ACGME ADS (Accreditation Data System) online reports and surveys
Updates information on all required program software
Ensures all information is available for hospital CMS (Centers for Medicare and Medicaid Services) reimbursement
Establishes and maintains a systematic file system for confidential documents, assuring proper security measures are in place
Manages confidential resident performance evaluations, evaluation of faculty, and the education programs
Prepares reports and related correspondence
Coordinates the evaluation process for residents, faculty, training programs and locations, and assures continuous follow-up for timely completion
Receives, reviews, and addresses or reroutes problems and/or complaints from program participants to appropriate faculty
Advises or engages Program Director in problem resolution, as appropriate
Maintains residency program records and evaluations
Facilitates verification of training process for past trainees
Completes program reports in accordance with accreditation standards and tracks participant progress through the program for completion of requirements
Coordinates information required for ongoing program recertification
Staffs residency selection and applicant ranking committees
Develops and maintains applicant databases
Manages computerized Electronic Resident Application Service (ERAS)
Ensures receipt of required application materials. Maintains confidential applicant files
Prepares information for Ranking Committee meeting(s)
Assists the Program Director in preparing the rank order list of applicants for the National Resident Matching Program (NRMP) and/or specialty matching program
Manages and coordinates all administrative duties relative to the recruitment and selection process
Coordinates candidate interviews and resident recruitment and selection process
Responds to applicant inquiries, organizes the application review and interview process, and coordinates interview days
Coordinates personnel/employment administration and associated services to residents
Develops and maintains personnel records and files for house staff engaged in the program
Manages the onboarding/matriculation process of new trainees
Prepares Letters of Agreement and Affiliation Agreements for all affiliated facilities and monitors their current status
Schedules appropriate program committee and council meetings
Initiates and develops informational materials including newsletters, brochures, training materials and manuals as appropriate to the program
Updates information for residency program website and other data management systems
Plans special activities throughout the academic year, such as retreats, holiday events, and graduation
Prepares for, organizes, and participates in accreditation site visits, annual program updates and special reviews
Performs related duties as assigned to successfully fulfill the function of the position

Job Requirements

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Education: Associate's Degree in Business Administration, Public Health or related field.

Experience: 12 months of responsible administrative experience

Equivalency/Substitution: Will accept 24 months of related experience in lieu of Associate's Degree, for a total of 36 months experience.

Skills:

Basic knowledge of institutional program requirements
Ability to quickly learn and apply RRC common and specialty program requirements
Ability to quickly learn and operate MedHub Residency Management System
Must be detail oriented
Ability to prioritize and multitask
Excellent verbal and written communication skills
Excellent interpersonal skills with a collaborative work style
Excellent computer skills and proficiency with Microsoft Office applications
Ability to work in stressful situations and meet deadlines
Ability to work independently and as part of a team

Working Conditions:

Physical: Sit for prolonged periods. Communicate effectively and listen. Use of a computer.
Environmental: Standard Office Environment

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

Diversity Statement: The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.

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