Associate Residency Coordinator

Michigan, United States
09 Nov 2018
End of advertisement period
16 Nov 2018
Contract Type
Full Time

Job Summary

The Emergency Medicine Residency Program has an immediate need for a full time Administrative Specialist Intermediate as its Associate Residency Coordinator. The Associate Residency Coordinator continually assesses and manages a wide range of administrative activities for the operation of the residency program. This position requires a high degree of initiative, independent judgment and the ability to promptly problem solve given the nature of the work and its immediacy. The associate coordinator works in close collaboration with the Program Manager, Program Director, Assistant Program Directors, Chief Residents and Director, Education Operations to handle day-to-day administration of the residency program in an extremely fast-paced, critical environment. Aides in managing all aspects of 64 trainee residency program. Day-to-day administration includes being a contact for House Officers for answering questions and resolving problems; maintaining accurate and detailed files and trainee information to meet ACGME Residency Review Committee and the Office of Graduate Medical Education requirements; attending and actively participating in meetings related to the residency program; ensuring adherence to the House Officer Contract.

The Associate Residency Coordinator continually assists the Program Manager on a wide range of programmatic issues including recruiting trainees, tracking daily residency assignments and reconciling sources of support in MedHub, coordinating evaluations by faculty and evaluations of faculty by house officer, developing and facilitating complex projects, serve as residency lead on the complex didactic and simulation schedule among three site, Michigan Medicine, St. Joseph Mercy Hospital and Hurley Medical Center, continual process improvement in administrative workflow, communicating with faculty and House Officers regarding a wide range of issues including travel budgets and expenses.


Specific Duties for the coordinator include:

Administration and Maintenance of Residency Program – 40% (64 house officers)

  • Assist with distribution and collection of credentialing, personnel and licensure applications for appointment for all house officers
  • Apply for grants as appropriate to help fund resident travel
  • Maintain policies and procedures for residency program
  • CME applications compliance maintained, update as needed
  • Schedule monthly meetings of the clinical competency committee and record meeting summaries
  • Prepare and execute complex didactic and simulation schedule (covering 3 sites UM, St. Joseph Mercy Ann Arbor, Hurley Medicine Center):  secure space, get faculty stations leads, assist with education plans for clinical simulation center
  • Oversight House Officer Holiday Pay, Meal Money, Parking 
  • Maintain House Officer and faculty conference attendance, with specific metrics for Grand Rounds and Core Faculty
  • Execute and administer all aspects for Grand Rounds and Visiting Professors
  • Plan, conduct and execute semi-annual review process
  • Plan, conduct and oversee all aspects of Residency Cadaver Labs, Mock Oral Boards, Clinical Skills Labs
  • Oversight and maintenance of residency departmental EVUs
  • Assist with Coordination of Orientation for new house officers
  • Assist PD with maintenance of curriculum
  • Assist with Database management for house officers
  • Processing loan deferments for house officers
  • Oversight and reporting of patient counts
  • Maintenance of personnel files
  • Oversee and create evaluations for resident didactic and simulation sessions
  • Serve as house officer consultant on varying levels (program, GME, ABEM, SAEM, HOA, licensure, personnel)
  • Coordinate Survival flight suites, badges and training
  • Mentor and oversight of assistant residency coordinator and administrative staff.

Leadership – 20%

  • Provide independent programmatic support to the Graduate Medical Education Program Manager. Identify and evaluate the methods for improving workflow and cost effectiveness and make recommendations to the Program Manager for improvement to House Officer satisfaction, Program Director satisfaction, federal adherence to guidelines as well as efficiency and effectiveness in day to day operations. Participate in program-level policy development, ensure adherence to policy, including institutional and federal regulations.
  • Evaluate and standardize work flow processes with the Program Manager and effectively troubleshoot and resolve issues that arise; often this must be done quickly given the nature of the work. 
  • Supervise the Administrative Specialist and Administrative Assistant Senior in the planning of departmental annual events including recruitment, orientation, graduation, as well as various meetings and program-related events.
  • Communicate with other institutions, agencies and departments regarding activities of the training programs.
  • Assist with the UMHS Internal Review and ACGME Site Visit documentation.
  • In-Direct supervision of Administrative Assistant Intermediate (.5 FTE), Administrative Assistant Senior (1 FTE), Administrative Specialist Associate (1 FTE), 64 house officers.

ACGME – 10%

  • Assist program director with external review and ADS preparation for Residents
  • Ensure residents are meeting minimum requirements directed by the ACGME
  • Distribute ACGME Milestones at the end of the semi-annual review process
  • Summarize and enter ACGME milestones in MedHub and/or WebADS system bi-annually

GME – 10%

  • Administrative Oversight of GME CoMET
  • Assist PD’s with annual program review
  • Reporting monthly house officer activities to GME, quality/safety

Resident Management System (MedHub) – 10%

  • Maintenance of all aspects of MedHub
  • Monitoring of Duty Hours, generating monthly reports
  • Scheduling Updates
  • Vacations
  • Evaluations (faculty/resident/peer/self/nursing, patients, rotation, program)
  • Assure the PD meets at least semi-annually with resident and document with summative evaluations bi-annually
  • Maintain compliance with all GME requirements of which there are many

Graduation/Orientation – 5%

  • Organize graduation venue and associated contracts
  • Maintain comprehensive address list
  • Obtain guest lists from seniors
  • Send out invitations
  • Track RSVPs
  • Coordinate Senior Gifts
  • Coordinate Chiefs Gifts
  • Secure Simulation space
  • Get volunteers for US Boot Camp
  • Secure faculty for Intern Procedure Lab
  • Organize practical skills lab and slit lamp
  • Assist with Coordination of Department Chair House Officer Welcome

In-Training Exam – 5%

  • Coordinate with ABEM exam specific information/requirements
  • Arrange room with desktop computers
  • Work with HITS prospectively to test run exam software
  • Ensure food is available for all 4 exam sessions
  • Assist with proctoring examination

Required Qualifications*

  • Bachelor’s Degree or equivalent combination of education and experience.
  • Proven advanced skills in MS Office Outlook, Word, Excel and PowerPoint.
  • Excellent verbal and written communication skills.
  • Excellent analytical skills and keen attention to detail.
  • Strong organizational skills and a record of timely delivery and high quality work/results.
  • Ability to think critically, prioritize work, problem solve and manage time.
  • Flexibility with schedule.

Desired Qualifications*

  • Master’s Degree in healthcare related field.
  • 3-5 years of progressively responsible high-level administrative experience administrative experience, preferably in graduate medical education.
  • Certification as Training Administrator in Graduate Medical Education (C-TAGME).
  • Knowledge of ACGME rules and regulations.
  • Experience working with resident management systems (MedHub).

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.