Required to conform to the rules and regulations of the accrediting body as it relates to medical education and is responsible for various aspects of the Graduate Medical Education Department to ensure the success of the department and its programs. Must be qualified to manage and direct support staff in the
Medical Education Department and residents in a graduate medical education program within the residency training requirements of the accrediting body and applicable laws and regulations. Position is crucial to the recruitment of medical students to ensure the highest quality of training and to meet the institution’s mission of providing the highest quality patient care. Provides administrative management of continuing medical education programs including preparing, submitting, gathering, tracking, negotiating and preparing syllabi.
Major Job Function:
The following is a summary of the major essential functions of the job. The incumbent may perform other duties, both major and minor, that are not mentioned below; and specific functions may change from time to time.
1. Allocates resources effectively: a. Considers the cost vs. benefit of proposed expenditures. Helps interns, residents and students make the most of limited resources. b. Annual budget preparation and tracking throughout the year. c. Identifies and utilizes the skills and potential of each intern, resident, and student to meet productivity goals. d. Prepares, distributes and maintains all affiliation agreements for required rotations for all residency programs. e. Submits all intern/resident/faculty educational stipends/vacation requests for processing. f. Aid in the redesign operations of the department while decreasing costs and increasing or maintaining quality. Finds new ways to gain additional productivity or service out of existing resources without increasing costs or decreasing quality.
2. Departmental Administration: a. Adheres to departmental, Human Resources policies and procedures b. Prepares policies and procedures to conform to guidelines and accreditation c. Coordinates the daily office operations to ensure a smooth and efficient workflow d. Manages and provides daily supervision and guidance to support staff.
e. Ensures that all files are maintained properly, complete and in accordance with the hospital and agency guidelines—establishes and maintains an efficient and timely filing system for all confidential records and files f. General administration/coordination of departmental activities with faculty and administrative meetings, GME activities, departmental lecture series, schedules conference room, etc. g. Generates and maintains departmental databases. Includes and not limited to all departmental personnel, interviewed applicants, rotating students, vacation allowance of interns/residents. h. Generates original reports and correspondence. i. Maintains and orders supplies for department. j. Oversees and manages secure document storage process including storage and disposal of all confidential materials k. Completes all correspondence, data, and electronic registration requests from accrediting bodies in a timely manner. l. Prepares letters of recommendations and verification requests for current and past staff. m. Prepares necessary informational material and reports for distribution in the prescribed timeframe. n. Processes all departmental personnel payroll using the appropriate time management. o. Provides support, guidance and leadership to all student, interns and residents. p. Supports DME in all intern/resident recruitment activities, travel, accommodations, and intern resident, and student interviews and recruitment. q. Review and manage all internal requests for information, documentation, data requests, etc. for the training programs. r. Edits correspondence for acceptable style, grammar and clarity for expression of reports, etc. s. Willingly accepts responsibilities and assignments as assigned by the DME, Chief Operating Officer and Senior Management of the Department.
3. Program Administration a. Administration of the evaluation process of interns, residents, students and teaching attendings b. Administration of the recruitment process as outlined by the DME. c. Prepares and maintains revisions to the annual publication of the Department Medical Education manuals. d. Organizes and prepares for Hospital Days: registration, travel arrangements, distribution of materials and participation if needed. e. Prepares and coordinates program site visits (accrediting body) and generate reports for various agencies f. Composes and distributes notices to interns/residents regarding educations stipend, log/evaluation and vacation balances. Assures accrediting body compliance with file information
(application, state license, driver’s license, ACLS, training certification, personnel documents, etc.), and maintains files in New Innovations. g. Creates and maintains Graduate Medical Education websites h. Prepares and maintains databases for monthly rotation, night-call, short-call, house- physicians/residents and lecture schedules. i. Ensures semiannual evaluations for interns and residents with the DME/PD are preformed j. Tracks and follow-up on monthly and year-end intern/resident logs and evaluations. k. Arranges all rotations for residents, including preparing and sending rotation applications and supporting documentation. Communicates with staff at other sites. l. Ensures that program letters of agreement are in place and current for each rotation. m. Investigates and presents concerns to the DME/PD issues or concerns regarding resident performance reported by staff or via hospital quality mechanisms. n. Utilizes residency management software (i.e., New Innovations) for rotation schedules and online evaluations. Assists new users in utilizing application. o. Assists with periodic updates to residency program descriptions and documentation, including the ACGME Accreditation Data System. Coordinates residency interview schedules and review of student applicants for graduate medical education programs. q. Assists with preparations for incoming residents, including contracts, orientation programs, academic file preparation, completion of licensure applications and other tasks. r. Works with the DME/VPME and other departmental staff to assist in day-to-day operations of the
Medical Education Department. s. Trains new Medical Education Coordinators (MEC) within the department.
4. Student Administration a. Provide guidance and oversight to the MEC (Medical Education Coordinator) as it relates to all activities of medical student education and rotations at the institution, and fill in for the MEC during their absence. The MEC’s duties include: i. A schedule is developed annually for each site by the medical school. This is done through the Clinical Chairs, the Director of Student Medical Education (DSME) at the site, and the Associate Dean. The faculty members for the Core rotations from each site should have a direct relationship with their clinical chair. If a faculty member has an emergency and cannot provide their clinical rotation, it will be up to the DSME and the MEC to find an appropriate physician to substitute. The MEC serves as the main point of contact for onsite faculty and students in regard to schedules. If problems should arise, the MEC should first try to work this out with the DSME and if this cannot be done, should contact the Director of Clinical Rotations or the Associate Dean. The MEC must be able to build tables, schedules, and calendars. ii. The MEC has oversight responsibility for the operation and management of student rotations, and prepares databases with all student information for recruitment purposes. iii. The MEC Assists the Clinical Chairs, the DSME, or on-site faculty in arranging special presentations, meetings with faulty or students, or other educational activities. iv. The MEC attends morning lectures – overseeing the sign-in sheets and facilitation of the meeting. Occasionally the coordinator will have to meet outside morning lecture times to arrange orientation, continuing medical educations programs or various other meetings. The MEC will assure the educational room is ready and that all conference equipment is ready. The MEC will assure telecommunications equipment is ready if that is to be used. The MEC must learn to operate all audiovisual and telecommunication equipment. The MEC shall post the Lecture Calendar in areas where the interns, residents, students and physicians will see them. v. The MEC in prepares the initial orientation of medical students in September and January of each year. Additional orientation as needed. The MEC holds the primary responsibility for the function and works with the DSME, ADME and DME in scheduling requirements. vi. The MEC oversees the maintenance and organization of housing for incoming students and oversees distribution and collection of keys. vii. The MEC organizes morning report. The MEC should assure the DSME or another faculty member is present for all morning lectures and/or morning reports. Morning reports are presented by the intern/resident or student. The attending faculty should give feedback on the case. When lectures are shared with distant sites, the MEC will be responsible for operating the telecommunications equipment. The MEC should work with the DSME/DME/ADME to assure a faculty member is present for all morning reports. viii. The MEC oversees the process of student requests/applications from various medical schools and the Medical Education website. ix. The MEC reviews and manages all written communication with faculty and students at their regional site including announcements, letters and brochures. x. The MEC oversees the scheduling of student’s entrance interviews with the DME and ADME, and organizes the orientation process for incoming students. xi. The MEC assures that all student evaluations of the preceptor and preceptor evaluations of the student are in at the two-week post rotation interval. The MEC shall pursue the evaluation being returned with the faculty member or the student until this has been done. The MEC must be both tactful and persistent in this duty. The MEC should contact the Associate Dean if the student has not turned in the evaluation 5 days after the second reminder (or 40 days late). They shall the Clinical Rotations Record, evaluations, and examinations to the Director of Clinical Rotations by the 8th day of the following month. xii. The MEC assists the students when they are choosing their medicine and surgical selective. The MEC will maintain a list of medical student coordinator has the list. The MEC will work with the on-site faculty to assure they have all documents in for faculty appointment. Once the student has chosen the selective and it is sent to the 4th year medical student coordinator, he/she will notify the MEC who will make all the necessary calls to schedule that selective. The MEC will assist faculty and in some cases minimal assistance to students on making presentations including the use ofPowerPoint. The MEC will assist the faculty member in improving their presentation with pictures or other features. xiii. The MEC provides guidance and oversight in proctoring end of rotation exams on the day determined by the Associate Dean of Clinical Affairs xiv. The MEC explains policies and procedures, answer various questions, coordinate services and assistance and handle special requests or problems, routing to theDSME or Director of Clinical Rotations as appropriate.
5. Events Administration: a. Oversees administrative management of continuing education programs including preparing, submitting, and gathering, tracking all CME activity, negotiating with hotels and caterers and other vendors and putting together syllabi b. Ensures morning report are assigned to interns/residents and students in an accurate and timely manner. c. Identify appropriate outside facilities or caterers for functions and negotiates with vendors for price. d. Organizes graduation events of interns/residents and remain within the allocated budget. e. Organizes the annual holiday event. f. Assists lecturers with the use and setup of AV equipment, ensures AV needs are communicated and arranged as requested. g. Communicates with residents and students for lecture schedule to be distributed and posted in a timely manner. h. Composes and distributes CME letters, confirmations and thank you letters to speakers for lecturers i. Provides guidance and oversight in the preparation of notifications, syllabus evaluation and other materials meet the requirements of the accrediting agencies j. Oversee database with lecture topics for each specialty, speaker and date of lecture k. Oversees sign-in sheets and evaluation sheets to track attendance and evaluate the quality of conferences l. Oversees the preparation and distribution of emails and/or conference notification. m. Oversees the preparation of brochures and syllabi for each program including design, requesting and organizing materials from speakers and negotiating with printer. n. Oversees the preparation of creative advertisements/invitations to special events and distributes accordingly, including posting of it in strategic locations. o. Oversees organization of CME paperwork is complete and accurate in accordance with departmental and organizational guidelines. p. Recruits and schedules participation of inside and outside speakers for lectures. Distributes invitations to potential speakers. q. Schedules conference room r. Solicits various pharmaceutical companies to secure funding, display fees, speaking engagements, etc. Identifies potential sponsors and negotiates support.
Advanced degree in education or related field or a minimum of 5-years’ experience in graduate medical education is preferred. Working knowledge in a hospital setting helpful. Knowledge of continuing medical education and event planning preferred. Strong computer skills, including Word, Excel, Access, PowerPoint.
Strong written, oral and interpersonal skills essential. Ability to multi-task and well organized. Medical terminology. Transcription skills helpful but not necessary. Typing ability of 60-65 wpm. Confidentiality a must. Team player.
Minimum Experience, Knowledge, Skill, and Ability Requirements
A minimum of five years progressively responsible experience in graduate medical education is preferred.
Verbal and written communication abilities are required to effectively express ideas and views when speaking to or otherwise communicating with hospital staff and persons in the community. Numerical ability required to interpret and evaluate statistical data used in planning hospital operations and budgets.
Organizational ability is required to plan and control the activities of one or more hospital departments or functions and to recognize and establish priorities. Capacity to relate to people from various professional and nonprofessional backgrounds in a manner which wins confidence and establishes support for the goals and objectives of the hospital and its administration. Visual acuity to review data, reports, and make analysis. Ability to move throughout the Medical Center.