Residency Program Coordinator - Anesthesiology Administration

It takes a lot of very smart, hard-working and talented people to provide the level of care that we give to our patients. Tufts Medical Center is an internationally respected academic medical center and we pride ourselves not only on the sophistication of the care we deliver, but the compassionate way in which we provide it. And that starts with our employees.

Under general supervision, this position is responsible for various administrative and clerical tasks to support the coordination of the Anesthesiology Residency and FellowshipTraining Programs, staff appointments, and Continuing Medical Education in the Department. Also performs various administrative and clerical tasks to support assigned physicians.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

General Administration

• Works with Program Leadership to maintain and distribute a residents' handbook which will include departmental specific policies, procedures and information
• Processes and tracks GME resident reimbursements for qualifying educational costs
• Liaises with appropriate campus offices, teaching locations, and affiliated hospitals on behalf of program needs
• Coordinates and administers in-training examinations for residents
• Tracks and verifies residents' vacation, personal days and sick time
• Supports Assistant Director of Perioperative Education to ensure that resident payroll (Kronos) is accurate and processed
• Coordinates and distributes resident rotation, on-call and didactic schedules through various communication channels and to appropriate stakeholders
  

Graduate Medical Education Coordination

• Plans and schedules new residents/fellows departmental onboarding, orientation and ensures that all residents are appropriately appointed to the program (i.e. appropriate visas, medical school appointments, licensure and malpractice insurance are in place)
• Oversees advancement process for continuing residents including but not limited to renewal of contracts, and if applicable, renewal of visas
• Coordinates all aspects of resident/fellow graduation including final summative evaluations and mandatory checkout process
• Counsels current and incoming residents on such issues as scheduling, specific rotation requirements, annual and sick leave, benefits, policy and procedures, survival skills, etc.;
• Coordinates all the departmental educational lecture series. Facilitates the planning of topic areas for the academic year. Seeks out appropriate speakers from the regional and national medical community. Organizes teaching materials to support the aforementioned, including weekly resident lectures, monthly basic science programs, visiting professorships, and grand rounds and resident research day.
• Completes and distributes both the monthly conference schedule and Grand Rounds in conjunction with the Chief Resident.
• Performs regular surveys of residents and students to solicit feedback on the department's educational programs. Analyzes data and presents results to the appropriate education committees with recommendation for improvement.
• Schedules BI-annual mock boards and in-service examinations. Proctors all Anesthesia Knowledge Tests (AKTs) and ABA ITE Exams.
  

Resident Recruitment Coordination

• Assists PD with all aspects of annual National Resident Matching Program (NRMP) process
• Uses ERAS software to manage residency application process and compile reports as necessary
• Coordinates all resident/fellow interviews and communication with applicants as necessary and appropriate
• Assists the program director in submitting the rank order list to the National Resident Matching Program
• Processes requests and inquiries for information/material about the residency program from potential residents
  

Accreditation & Compliance Coordination

• Assists Program Directors with completing/updating annual program information for professional organizations and accreditation
• Schedules semi-annual individual resident meetings with Program Director, Clinical Competency Committee (CCC) meetings and Program Evaluation Committee meetings
• Assists PD with preparation of Annual Program Evaluation (APE) and WedADs updates.
• Maintains Resident and Core Faculty scholarly data log
• Monitors trainees work hours and compliance, runs monthly duty hour violation report and reports violation and action plan to the GME office
• Ensures New Innovations data is accurate and complete
• Prepares New Innovation reports for the program director: summative evaluation, faculty evaluation compliance, case logs, procedure logs, and duty hours
• Processes training verification requests for residents and fellows related to training programs and enrollment dates, malpractice claims history, and stipends for incoming trainees.
• Maintains individual resident training files
• Creates accurate Program Letters of Agreement (PLAs) per ACGME and institutional guidelines, collects signatures, and submits to GME for review and finalization.
• Coordinates and ensures resident/fellow compliance with required training certifications
  

JOB KNOWLEDGE AND SKILLS:

• Strong administrative, communication and interpersonal skills to interact effectively with the Director, other members of the house staff coordinator team, house staff officers, department managers, chairmen, program directors and other internal and external customers.
• Experience in using a variety of computer software systems commonly used in GME offices, including developing expertise in New Innovations, Microsoft Office suite including Access, and Medical Staff Line.
• Attention to detail, and the ability to prioritize, work on multiple projects simultaneously, and complete assignments in a timely manner
• Ability to adapt to changes in accreditation standards, work assignments, policies, procedures, and other situation that may alter or modify established work flow.
  

EDUCATION:

• Level of knowledge generally obtained via completion of an Associates degree.
• Bachelors degree preferred
  

EXPERIENCE:

• 3 to 5 years experience in healthcare or university setting.
• An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.
  

WORKING CONDITIONS/PHYSICAL DEMANDS:

• Works in a normal office environment with little exposure to unpleasant or hazardous conditions.
• Regular interaction with medical students, residents, visiting fellows, and staff physicians.
• Contact with personnel at a variety of levels both within and outside of Tufts Medical Center