Program Coordinator (Family Medicine Residency Program)

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The Family Mediicine Residency Program Coordinator (FMPC) will manage and coordinate the administrative activities of the Family Medicine Residency Program (FMRP) under the direction of the Family Medicine Residency Program Director (PD). This position works in collaboration with the managers of the designated health center sites for residents.  The Family Medicine Residency Program Coordinator is responsible for the day-to-day administration of the ACGME residency training program. The FMPC assists the Program Director in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME accreditation standards and other regulatory requirements. The FMPC functions as a liaison between the Program Director, residents, GME Office, participating sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which their residents rotate.

Within the Family Medicine Residency Program framework, the Family Medicine Residency Program Coordinator: 

• Coordinates educational activities (e.g., didactic conference schedule, etc.) that support the program’s curriculum and adhere to ACGME requirements.
• Provides guidance to residents on program and GME policies, and non-clinical aspects of the program.
• Establishes and disseminates monthly rotation, clinic and call schedules.
• Manages dissemination and completion of resident, faculty, and program evaluations.
• Coordinates accreditation activities including HRSA Annual Reports, ACGME Site Visits, Internal Reviews, annual program reviews, etc.
• Manages duty hour and evaluation reports and ensures reporting/completion compliance.
• Tracks resident training time for reporting.
• Ensures GME policies and procedures, departmental and program policies and procedures are created and enforced.
• Coordinates the resident recruitment and selection process.
• Assists the PD and faculty in planning, developing, and implementing residency program quality improvement projects.

The Program Coordinator is responsible for the following program activities.

General Program Responsibilities

• Oversee the day-to-day operations of the residency program.
• Communicate with GME constituents (GME Office, Site Administration, department, faculty, residents, ACGME, ABMS specialty board, HRSA) on a regular basis or as needed.
• Interpret ACGME requirements, GME policies and procedures, and other policies as applicable, and develop program policies and procedures based on requirements.
• Advise residents on policies and procedures and consult with the GME Office as needed.
• Meet with PD on a regular basis to keep him/her apprised of important issues related to the program and trainees.
• Administer the New innovations Residency Management System for the program, including maintaining resident demographics data; resident schedules, program and rotation goals and objectives; conferences attendance; and ensuring timely completion of duty hour reports.
• Ensure residents submit case/procedure log data in appropriate systems as required by the RRC (ADS, New innovations, other).
• Advise and consult on issues or inquiries from residents, faculty, staff and department chairs.
• Manage confidential and critical materials, issues and communications. Act as liaison between the PD and a full range of internal and external offices and individuals.
• Ensures adherence to the program’s policies regarding duty hours and effects of leave on board eligibility.
• Evaluate resident morale and respond to resident concerns; consult with PD, GME Office and/or GME consultant as necessary.
• Assist in resident remediation, when applicable. Manage PD’s schedule and determine projects that need to be addressed by the PD, and those that can be delegated to Associate PDs 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.

Program Accreditation and Compliance

• Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; develop program policies to comply with accreditation requirements.
• Maintain all essential documents required for program accreditation.
• Ensure resident reporting compliance in the New innovations system.
• Assist the PD in maintaining the program’s ACGME WebADS; keep a working copy and make changes on an ongoing basis.
• Manage and coordinate ACGME site visits, including preparation of the site visit and other documentation. Along with PD, help prepare program, faculty, and residents for site visit; arrange meeting rooms; ensure required documents are available to site visitor as requested; and serve as key participant in the site visit. 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 during the site visit, and recommendations made during the internal review.
• Prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites as needed.
• Maintain program and trainee statistics (TJC, ACGME, HRSA).

Resident Schedules

• In consultation with the PD, develop and maintain resident schedules, including monthly rotation schedules, call schedules, and clinic schedules; maintain current schedules in New innovations and eCW and update as appropriate.
• Communicate schedules to the hospitals, clinics, residents, faculty, etc . as needed.
• Approve revisions to schedules, and coordinate changes with sites and personnel throughout year, ensuring that coverage is provided when needed.
• Advise and counsel residents concerning ABMS-specialty board and 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.

Evaluations

• 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, as necessary.
• Identify methods for obtaining evaluations by outside evaluators, including nurses, patients/patient families, staff, etc. (e.g. 360 evaluations).
• Administer the evaluation process for the program in New innovations, 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 and faculty.
• Ensure timely completion of 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 resident semi-annual reviews.
• Assist PD with the Annual Program Review process.

Resident Appointments and Credentialing

• Manage appointment process for incoming resident in coordination with appointment and credentialing process requirements provided by the GME Office.
• Understand division/department staff involvement in credentialing process, including responsibilities of Human Resources, IT and others.
• Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, BLS, simulation training).
• Ensure resident compliance with GME credentialing requirements, including annual physical, GME Modules training, and other training as required.
• Field questions from applicants and faculty regarding visas and consult with the GME Office/Human Resources on all visa matters.
• Arrange for pagers, ID badges, keys, lab coats, etc. for residents.
• Produce appointment packet for resident and distribute in a timely manner (e.g., day after Main Residency Match for incoming R1s).
• Plan, organize, and schedule program-specific new resident orientation.
• Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training.
• Organize annual graduation banquet.
• Manage resident exit process.
• Process graduation certificates, in consultation with the GME Office.

Resident Files

• Maintain educational files for all current residents and graduates.
• Archive graduated resident files.
• Coordinate with PD development and distribution of a graduate followup survey.
• Maintain residency database and hard copy files of current and alumni resident.

Recruitment and Orientation

• In collaboration with the PD, establish policies and procedures for candidate recruitment.
• Update and manage program information in ERAS (Electronic Residency Application Service), Match, or appropriate matching service for the specialty.
• Manage program information application submissions in ERAS, where applicable.
• Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines.
• Produce recruitment material, coordinates application review process, contacts applicants for interviews, schedule and manage interview day activities, and submits NRMP rank order lists.

Other Program Responsibilities

• Complete surveys and ensure information is up-to-date in various GME systems (HRSA, Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack, ERAS, NRMP).
• Coordinate and staff various committees, including residency management meetings, CCC meeting, PEC meeting, faculty curriculum committee meetings, departmental meetings, meetings with the PD, and with residents, and followup on action items as needed.
• Manage administrative and planning logistics for meetings and conferences, including monthly lecture series, conferences, grand rounds, journal club, M&M, residency poster presentations, BLS/ACLS courses, and In-service exams.
• Provide office support for residents.
• Provide resources for career development, job searches, and job fairs. As necessary, travel to program training sites to meet with Administration, program support staff or residents.
• Process applications and appointment requirements for Family Medicine Attendings to the Medical Staff.
• Coordinate wellness activities for program.
• Oversee supply purchases for the program, including general office supplies and educational materials.
• Order equipment/supplies for residents as needed.
• Manage travel arrangements for the program.
• Maintain historical records of the program.

Financial Responsibilities

• Oversee payroll for the program’s residents as well as program staff.
• Process and approve vacation leave request forms for residents/attendings.
• Track resident leave (vacation, sick, educational) and ensure adequate coverage of clinical services.
• Assist the PD with providing documentation for faculty increases.
• Assist the PD with new employee personnel requisitions and replacements.
• Process reimbursement requests for supplies, travel, etc.

Faculty Affairs and Development

• In collaboration with PD, oversee the planning and implementation of faculty development activities to educate faculty on the ACGME core competencies (GME Modules), ensuring faculty incorporate the competencies into their teaching.
• Train faculty on the program’s evaluation methods in order to ensure that faculty evaluate residents fairly and consistently.
• Ensure program faculty possesses the appropriate credentials indicated by the program’s RRC, as appropriate, and that their CVs are logged in the ACGME’s WebADS system, as required by the ACGME.
• Maintain current faculty CVs.

Other Responsibilities 

• Manage medical student education program for the division. Process clerkship requests and schedule rotations.
• Process Resident Educational Allowances.

Professional Development

• Regularly attend GME and Program Coordinator meetings.
• Participate as an outside program manager for an external program Internal Review.
• Collaborate with colleagues in GME.
• Attend local, state, and national GME and ACGME conferences as needed.
• Collaborate with national colleagues and national organizations (eg, specialty association).

• Bachelor’s degree required,
• Master’s preferred. 
• Experience in administration and/or office management in a health care setting accepted. 
• Proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint) and previous auditing experience.
• Should have an ability to multitask and prioritize competing priorities, work independently, and meet important deadlines.
• Must have an interest in medical education and the desire to work in a health care setting. 
• Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents and other administrative personnel.

This position is grant-funded. 

New York Institute of Technology offers numerous opportunities to enhance personal and professional growth and provides employees with a competitive compensation and benefits program inclusive of  generous paid time off, holidays, and retirement plans with employer contributions.

New York Institute of Technology is an Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.