The Institutional Program Coordinator (IPC) provides immediate support to GME Leadership in the day-to-day operations of the Department of Graduate Medical Education (GME). The IPC will assist in serving as the administrative liaison between the GME office, residency program administration, trainees, and internal/external stakeholders. IPC will assist in coordinating a wide range of programmatic responsibilities at the institutional level including HR and administrative processes, compliance activities, resident recruitment, project development, workflow review, database management, faculty and resident communication. IPC will serve as database support for the Internal Medicine Residency Program. IPC will serve as a floating coordinator when programs have a vacancy or when a program coordinator will be on extended leave. IPC acts as an educational liaison to ensure compliance with ACGME standards.

Daily Operations

Internal Medicine Program: Residents’ Files & Resident Database Management

• Manages the residency database for the internal medicine residency program
• Disseminates and monitors the completion of evaluations (rotations, self, peer)
• Monitors the logging of residents’ duty hours
• Manages the residents’ files for compliance
• Assists with the completion of residency verification forms

Residency Management Database System (All Programs):

• Provides training and provides support for database system to all program administration, residents, and fellows, as needed
• Ensures each program’s data has been inputted correctly and in a timely manner
• Manages and generates reports, such as rotation schedules, duty hour reports, evaluation compliance, and billing reports, for department and GMEC meetings
• Monitors compliance and licensing requirements for all residents
• Assist in the completion of reports

GME Administrative Support:

• Assists programs as a floating coordinator, as needed
• Assists with onboarding and orientation for all new residents and fellows
• Assists with recruitment, graduation, and special events
• Assists with the reporting of information to internal and external groups

• Performs other related duties as assigned.

Required Skills

• Microsoft Word, Excel, PowerPoint, Microsoft Outlook 360
• Knowledge of web-based data systems such as Novatus, Workday, ERAs, ACGME WebADs, GME Track, New Innovations, MyEvaluations and NRMP
• Knowledge of ACGME and CODA requirements
• Must possess the ability to function independently and know when to escalate issues to achieve and maintain high levels of successful project completion
• Must demonstrate critical thinking, problem-solving, and independent decision-making skills
• Must demonstrate organizational skills and be detailed oriented
• This position requires the ability to handle sensitive information with absolute confidentiality
• Must possess skills and abilities in accreditation and compliance
• Must possess skills and abilities in project and event development
• Excellent interpersonal, oral, and written communication skills and the ability to work effectively with a diverse community.

Required Education and Experience

• Bachelor’s degree from an accredited college or university or relevant work experience in lieu of education
• Minimum three (3) years of relevant GME experience