CFMR Associate Program Coordinator

CFMR Associate Program Coordinator
Position Description

Reports to:CFMR Program Coordinator

Duties and Responsibilities will be assisting the Program Coordinator with the following:
  • Compile and submit reports to ACGME, GME
  • Maintain GME Track
  • Initiation and administration of house staff budget
  • Compile data and prepare reports for numerous organizations
  • Development of new procedures in response to new or revised policies issued by governing agencies or program director
  • Liaison with residents
  • Plan, organize and schedule new house staff departmental orientation
  • Liaison and communication with all appropriate campus offices and affiliated hospitals as well as program director
  • Coordination and administration of specialty board examinations and in-training examinations
  • Review of internal procedures related to all house staff-related functions and implementation of new procedures as appropriate
  • Review all residency applications and screen those appropriate for interview.  Evaluate residency applications for competitiveness for program, and notify applicants of decision.
  • Use knowledge of ERAS® software to manage residency applications and compile reports as necessary.
  • Write and revise recruitment brochures and all printed materials and forms, as well as all website information
  • Administration and coordination of all house staff interviews; communication with applicants as necessary and appropriate
  • Prepare and distribute rotation schedules
  • Schedule and distribute resident conference schedules
  • Prepare resident travel authorization forms
  • Arrange travel for conferences as well as the conference schedule, handouts, residency information sheets, and the schedule of who will be attending each conference
  • Schedule booth space at all appropriate recruiting fairs as planned out early in each academic year
  • Complete verification requests from former residents
  • Maintain files on all residents
  • Prepare monthly reports on case logs and duty hours for program director 
  • Maintain rotation information and any other items required by your program
  • Serve as the student coordinator
  • Keep track of all resident leave, call swaps
  • Track duty hours, patient numbers, procedures, and hours in pertinent subspecialty rotations for all residents. Alert the PD or associate PD when residents are not accurately and timely reporting their hours and procedures 
  • Schedule interview days and be in contact with all recruits throughout the interview season
  • Help maintain the academic lecture schedule and assist the lecturers as needed in preparation for their lectures with the residents and students
  • Assist in making sure all faculty are giving timely evaluations back on students and residents and that all residents are giving timely feedback to their physician preceptors
  • Assist in making the schedule for residents to have a quarterly face to face evaluation with their faculty advisor...  and then follow up with the faculty advisor to make sure all the necessary paperwork has been completed and filed in the resident file.
  • Responsible for getting all residents privileged at CMCF as well as BMC, BMC NH, UAB, and any other necessary health care facilities
  • Responsible for getting state licenses for residents and making sure these are renewed in a timely manner

  • Bachelor’s degree desired, but 2+ years of relevant administrative work experience will be considered
  • Articulate and comfortable conversing with people outside and within the organization
  • Good knowledge of “netiquette” and how to construct thoughtful and appropriate emails and other electronic communication
  • Good knowledge of MS Office Suite (Excel, Word, PowerPoint)
  • Knowledge of Google Sheets / Docs a plus
  • Good knowledge of managing an electronic calendar
  • Knowledge of Google Calendar is a plus
  • Ability to multi-task, but also prioritize tasks with input from supervisor
  • Available for occasional travel for meetings (including overnight)

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