The GME-Dept Program Coordinator coordinates and supports the graduate and undergraduate function with program directors and/or Senior Program Coordinator to ensure programs remain in good standing with VCU Health Systems Graduate Medical Education (GME) and Accreditation Council for Graduate Medical Education (ACGME).
With oversight and direction from the Program Director, the Program Coordinator is an administrative partner responsible for the operations of the accredited/non-accredited residency/fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies.
The Program Coordinator could be responsible for activities such as recruiting trainees and trainee evaluations, analyzing administrative workflow, prioritizing tasks and project management as needed to meet deadlines, report compilation, database maintenance, and program relations/communications both externally and internally to ensure all parties are aware of important deadlines.
The Program Coordinator may also act as primary liaison with the Office of Graduate Medical Education, School of Medicine (SOM) Curriculum Office, and the ACGME. Coordinates activities with students, residents, fellows, program directors and Vice Chair for Education.
Licensure, Certification, or Registration Requirements for Hire: N/A
Licensure, Certification, or Registration Requirements for continued employment: N/A
Experience REQUIRED:
Minimum of one (1) year of experience in program or project management, preferably in supporting an accredited education program.
Previous experience using computers and a variety of software applications including New Innovations, e-mail, calendaring products, Microsoft applications and web-based databases.
Experience PREFERRED:
Minimum of three (3) years of progressively responsible GME experience supporting ACGME accredited program.
Previous experience of New Innovations, GME Tracking, Kronos and ACGME Milestones program requirements.
Education/training REQUIRED:
High School Diploma
Education/training PREFERRED:
TAGME Certification
Bachelor’s Degree in Education, Business, Finance, Human Resources or related field from an accredited program OR equivalent years relevant experience.
Independent action(s) required:
Possessing strong personal motivation to manage daily activities, organize, plan, prioritize and complete tasks, duties and assignments timely and efficiently.
Ability to interpret and seek verification, if needed, on policies and regulations as they apply to educational programs.
Ability to utilize critical thinking and decision making skills to evaluate situations, recommend, communicate and implement appropriate actions on behalf of Program Director(s) and Vice Chair of Education.
Ability to develop and sustain productive working relationships with learners, faculty, staff, as well as external contacts including vendors, manufacturing representatives and Grand Rounds presenters.
Participate in at least one committee within the institution that is designed to improve an aspect of Graduate Medical Education.
Supervisory responsibilities (if applicable): N/A
Additional position requirements:
Evenings, weekends and flex scheduling as required by nature of job.
Age Specific groups served: All
Physical Requirements (includes use of assistance devices as appropriate):
Physical - Lifting less than 20 lbs.
Activities: Prolonged standing, Prolonged sitting
Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking
Emotional: Fast pace environment, Able to handle multiple priorities, Frequent and intense customer interactions, Able to adapt to frequent change
The Department of Surgery is seeking a Graduate Medical Education specialist to oversee and support GME fellowship programs within the Department of Surgery. This role will be responsible for fellowship administration for the Department’s 8 fellowship programs, serving as the content expert for all fellowship related questions and concerns.
Fellowship Administration
o This role is responsible for the assessment of programs to ensure that each fellowship remains in compliance with all applicable institutional and accrediting body policies and procedures and works with the coordinators/program directors to develop and grow new and existing fellowship programs.
o Answers programmatic and development questions regarding fellowship and accreditation.
o Provides guidance and suggestions on addressing concerns and/or issues, trains division coordinators and new program directors on fellowship requirements and procedures.
o Ensures timely completion of all responsibilities and duties of divisional staff as well as within surgery administration.
o Ensure compliance with fellow case logs and/or procedure logs; ensure appropriate tracking of leave and duty hours.
o Coordinate semi-annual Clinical Competency Committee for all fellowships to evaluate fellows and prepare documents. Set up evaluations for all rotations.
o Coordinate annual Program Evaluation Committee at the end of the academic year and prepare documents.
o Work with Graduate Medical Education office to onboard incoming fellows and offboard graduating fellows.
o Work with fellowship Program Director & Associate Program Director on ACGME WebAds, AAMC FREIDA, and Graduate Medical Education Annual Program Evaluation.
o Provide departmental overview for new incoming fellows and guide divisional coordinators in providing administrative orientation.
o Lead ACGME and non-ACGME Self-Study & Site Visits by working closely with Program Director, Associate Program Director, and Program Coordinator to ensure proper documentation.
o Complete verifications for fellows from all programs.
o Ensure timely and accurate completion of all Program Letters of Agreement and documentation for non-VCUHS rotators.
o Guide and assist division coordinators with all fellowship interviews
o Fills in for divisional fellowship coordinators as needed due to vacancies or leaves of absence.
EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.