Program Coordinator-GME/UME

JOB SUMMARY
The Undergraduate/Graduate Medical Education Program Coordinator works closely with the Operation Administrators/Residency Coordinators/Office Managers to ensure that the medical student clerkships are properly on-boarded for rotations within the NMHS system. The UGME/GME Coordinator reports to the Designated Institutional Officer. The Undergraduate/Graduate Medical Education Program Coordinator is responsible for the day-to-day operations of the GME office.
JOB FUNCTIONS
UGME - Essential Duties and Responsibilities:

• Preparation, negotiation, and management of all University Affiliation Agreements between NMHS and University partners.
• Primary point of contact for undergraduate students and medical/osteopathic schools requesting rotations.
• Maintain the Master Schedule for all medical students and agreed upon clinical learning experiences.
• Work with IT on Domains for all medical students.
• Epic Access/CBT/Training for all medical students.
• Complete and maintain required Human Resources forms/badge.
• Liaison and resource for all Medical Student Clerkship experiences on the NMHS campus.
• Coordinate the orientation and onboarding of Medical Students and manage the organization’s capacity for university medical students among the other learners on campus.
• Refer the Medical Students to their respective rotation Coordinator.
• Require that the Clerkship program curriculum, supervision, scheduling, evaluations, and the Affiliation expectations of the parties are met.
• Invoice university partners for payment subject to the Affiliation Agreement.
• Assist DIO as needed on UGME requirements/needs.
• Maintain student software system (New Innovations/AMION???).
• Serve as liaison to Marketing for media support/UGME website/social media for UGME. GME – Essential Duties and Responsibilities:
• Coordinates and prepares minutes for GME Committee Meetings.
• Coordinates and prepares minutes GME Sub-Committee Meetings.
• Coordinates and prepares minutes for Meet the DIO meetings with all residents and fellows quarterly.
• Coordinator of ACGME CLER visit schedule.
• Ongoing support of Operations Administrators/Residency Coordinators as liaison for GME.
• Liaison to Marketing for media support/GME website/social media for GME.
• Knowledge of ACGME standards.
• Process, update, and maintain Program Letter of Agreements (PLA’s).
• Verifies University Master Affiliation - Agreements and Program Letters of Agreement for Resident and Fellow Rotations.
• Current Resident/Fellow Rotations - UMMC General Surgery, UMMC OB/GYN, UAB GYN ONC ~ 30 Residents/Fellows.
• Orientation and on-boarding, arranges for NMHS funded housing.
• Receives invoices from universities for payment by NMHS.
• Cardiology Fellowship Program Coordinator.
• Provides administrative support and coordinates the training program.
• Works with Program Directors to maintain and prepare materials, interviews, selections, orientations, and evaluations processes.
• Understands and applies institutional program guidelines to coordinate compliance requirements and update program material.
• Coordinates all aspects of the recruitment process and facilitates application/interview selection process.
• Processes all required documentation including licenses, visas, and credentialing.
• Maintains record of all trainees in accordance with established requirements.
• Oversees data collection and ensures the accuracy of program databases.
• Ensures accuracy of monthly financial statements and budgets, as well as administrative oversight and approval of payroll and vacation requests.
• Develops, communicates, and revises schedules for rotations.
• Coordinates the evaluation system to collect data and organize timely feedback.
• Coordinates orientations and schedules meetings, functions, and special events throughout the year.
• Works closely with GME Department on affiliation agreements, schedules and compliance.
• Serves as a liaison between program and area hospitals/providers. Compiles all program documentation and appropriate statistical data.
• Facilitates all associated administrative activities.
  
  
  
  QUALIFICATIONS
  
  
  Education
  
• Bachelor's Degree related field, such as education, business, or healthcare administration desired. Required
• Associate's Degree in lieu of Bachelor degree willing to consider Associate degree in related field, such as education, business, or healthcare administration desired with at least 5 years of work experience in admin support preferably in Healthcare setting. Required
  
  Licenses and Certifications
  
  
  Work Experience
  
• 1-3 years. administrative support, preferably in a healthcare setting. Required
• 4-6 years. work experience in education, preferably ACGME programs. Preferred
  
  Knowledge Skills and Abilities
  
• Ability to work well with a wide variety of people, required
• Excellent written and verbal communication skills; required
• Excellent organizational and process management skills; required
• Knowledge of State and Federal Regulations regarding clinic systems; required
• Interaction with a patient population of all ages ranging from neonates to geriatrics, required
• Strong interpersonal skills; required
• Accountable for the daily operations of the clinics
• Develops and monitors goals and objectives for the clinics
• Responsible for a wide variety of patient care activities
• Assures compliance with various state, federal and NMHS/NMMC policies, procedures, guidelines, and regulatory requirements
• Must have extensive contact with: patients, family members, staff, providers, insurance companies, industry representatives, area educators, and regulatory agencies
• Must have excellent written and verbal communication skills
• Must reflect a positive, caring attitude toward clients, patients, staff and the public we serve
• Evaluates and coaches reporting employees towards accomplishing major goals and objectives
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and as part of a team
• Commitment to excellence in medical education
  
  Physical Demands
  
  A thorough completion of this section is needed for compliance with legal standards such as the Americans with Disabilities Act. The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Standing . Occassionally
• Walking . Occassionally
• Sitting . Frequently
• Lifting/Carrying . Occassionally 20 lbs
• Pushing/Pulling . Rarely
• Climbing . Rarely
• Balancing . Rarely
• Stooping/Kneeling/Bending . Rarely
• Reaching/Over Head Work . Occassionally
• Grasping . Frequently
• Speaking . Frequently
• Hearing . Constantly
• Repetitive Motions . Frequently
• Eye/Hand/Foot Coordinations . Occassionally
  
  Benefits A****vailable
• Continuing Education
• 403B Retirement Plan with Employer Match Contributions
• Pet, Identity Theft and Legal Services Insurance
• Wellness Programs and Incentives
• Referral Bonuses
• Employee Assistance Program
• Medical Benefits
• Dental Benefits
• Vision Benefits
• License + Certification Reimbursement
• Life, Long-Term and Short-Term Disability, Group Accident, Critical Illness and Hospital Indemnity Insurance
• Employee Discount Program
• Other:
• Early Access to Earned Wages
• Tuition Assistance
• Relocation Assistance
• Paid Time Away
• Special Employee Rates at NMMC Wellness Centers