GME Programs Coordinator

GENERAL SUMMARY OF POSITION:

Under the general supervision of the Senior Associate Dean and the Administrative Director, the GME Programs Coordinator is responsible for the coordination and oversight of UMass Chan Medical School residency and fellowship programs specifically: licensing and credentialing, institutional accreditation, curriculum and educational assessment, software implementation and data management tasks. The GME Programs Coordinator serves over 650+ residents and fellows across more than 70 accredited and non-standard programs while supporting approximately 100 residency/fellowship coordinators, program directors, UMass Chan and UMass Memorial Medical Center Departments, and affiliated teaching hospitals.

MAJOR RESPONSIBILITIES:

Administrative

Responsibility for ensuring that all new residents and fellows complete all appointment and reappointment requirements, working closely with external agencies and institutions as well as UMass Chan and UMass Memorial departments
• Creates and maintains office procedures, tracking systems and job aids (printed and webinar) for all coordinators as resources. Ensures the newly developed Coordinator Handbook is up to date.
• Serves as primary liaison with individual residency and fellowship program coordinators. Provides support in a wide range of areas including development and maintenance of program web sites, resident recruitment information, and GME technical programs (MedHubWEB ADS, GME TRACK, ERAS, NRMP).
• Serves as key contact with several Medical School and clinical system departments including HR Data Group, UMass Chan Benefits, Payroll, Employee Health, Continuing Education, School and Clinical Information Services, and the UMMH Medical Staff Office (for resident credentialing).
• Advises residents and programs on credentialing process.
• Serves as the office lead for preparation of institutional accreditation documentation, annual reports and budgets and Medicare reimbursement documentation.
• Develops training programs related to new systems and processes including orientation and onboarding of new coordinators and program directors
• Serves as the primary liaison with the Massachusetts Board of Registration in Medicine to identify and resolve any resident licensure problems. Advises the BORM on the online licensing process and troubleshoots to ensure timely licensure. Informs and guides residents and programs during the licensing process.
• Coordinate visiting resident experiences for over 100 external learners annually across several clinical programs including development of legal agreements, out of state licensing approval, employee health clearance and successful credentialing.
• Actively streamline and improve operational processes to ensure an efficient workflow within a busy academic services office.

Technical

• Daily utilization of database systems including MedHub. Creates queries and analyzes data for reports to School and Hospital Departments including IS, HR, Employee Health, Claims Management, and Fiscal Services
• Collaborates with departments as needed to develop and support required curriculum and course assignments in the MedHub system, UMass Chan Learning Management System and UMass Memorial HealthStream. Ensures residents are enrolled and monitors course completion. Prepares reports for individual programs.
• Maintains confidential and highly sensitive personnel records on current and past residents and fellows. Prepares reports and correspondence related to highly confidential materials. Recommends modifications, as needed to various evaluation procedures.
• Maintains accurate tracking of graduates for contact purposes and to ensure accurate post graduate workforce data including: academic and/or clinical affiliations, clinical practice setting (private, community health center etc), within or outside of Massachusetts.

Performs other duties as assigned.

REQUIRED QUALIFICATIONS:

• Bachelor's degree or equivalent
• 2 years administrative experience; experience in a health care or academic setting preferred.
• Demonstrated knowledge of ACGME accreditation and regulatory requirements preferred.
• Outstanding computer skills (Microsoft Word, Excel and Access) and ability to effectively utilize additional programs.
• Knowledge of databases and ability to design queries and reports and effectively utilize database information and knowledge of on-line learning systems preferred.
• Exceptionally strong oral, written and interpersonal skills.
• Requires high level executive function through independent work and limited supervision.
• Strong organizational skills, problem solving skills, creativity, and ability to multi-task.