PRIMARY FUNCTION:
Coordinate the administrative management of a residency program(s) and provide varied administrative support to the Director Program, Associate and Assistant Program Directors, Program Manager, residents, teaching faculty members, and all rotators. A thorough understanding and compliance with all program requirements mandated by governing bodies including their policies and procedures is required. Governing bodies may include, but are not limited to: Commission on Dental Accreditation (CODA), Accreditation Council on Graduate Medical Education (ACGME), the Clinical Competency Committee (CCC), and Program Board Certifications, and Christiana Care Health System GME Office.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Plan and manage the day-to-day activities of the residency program in conjunction with the program stakeholders, including rotation schedule development; resident educational seminar and conference organization, development and scheduling; VEST Center, anatomy lab sessions; resident evaluation processes; meeting organization, preparation, and scheduling to include CCC, PEC, and Teaching Faculty Meetings, and other activities and meetings as required.
- Maintain Web-based accreditation surveys, compile and submit accurate reports to certifying bodies and other professional organizations, and prepare institutional forms and requests as required in a timely manner.
- Manage, coordinate, and participate in accreditation site visits, including the preparation of self-study and site visit documentation.
- In conjunction with program stakeholders, develop, create, distribute and track resident, faculty, and program evaluations and reports in a timely manner within New Innovations. This includes, but is not limited to: Semi-Annual and Exit Evaluations, Program Evaluations, Faculty Evaluations, and Rotation Evaluations.
- Assist the Program Director with development and maintenance of the program policy and procedures consistent with the policies of the institution, Academic Affairs, and regulatory bodies.
- Assist the Program Director and Manager in oversight of planning and implementation of faculty development activities and planning, developing and implementing residency improvement projects.
- Implement and assist with resident and faculty reimbursements via Workday. Process purchase orders, check requests, and supply orders as required.
- Support the role of the Program Director and Associate Program Director in national activities and participate in the program specific national association for program administrators.
Residents
- Coordinate resident recruitment processes. Creates, designs, and manages residency recruitment plan, time line, and guidelines. Assist with the initial screening and processing of applications. Coordinate scheduling of interview, each individual interview day, including applicant and physician itineraries. Coordinate faculty and residents to participate in the interviewing process. Prepare all summary information and applicant files for Rank List Meeting.
- Assist residents with becoming acclimated to the educational setting, including all governing bodies and CCHS requirements along with their policies and procedures.
- Collaborate with Academic Affairs in the preparation and implementation of new resident on-boarding and orientation. Plan, organize, and schedule program-specific new resident orientation to include lectures and hands-on training sessions.
- Maintain accurate and complete confidential files and records of all residents in New Innovations and on the Educational Collaboration Site. Facilitate the monitoring of duty hours, completed evaluations, out-patient rotations logs, operative logs, curriculum sign-off, conference attendance, medical record requirements, and scholarly activities for accuracy, completion, and compliance.
- Ensure all resident certification requirements are current.
- Organize and proctor In-Training Examinations, if applicable.
- Organize and coordinate all residency program social and special events including resident graduation and team building exercises. Work with Program Director and to develop resident coverage schedules for social and special events.
- Performs other related duties as required.
Students
- Coordinates student rotations to include schedule development and orientation prior to rotation.
- Maintain accurate and complete confidential files and records of all rotating students. Facilitate the completion of evaluations, Tracks student rotation historical data.
- Coordinates shadow opportunities with Academic Affairs.
Miscellaneous
- Works closely with other program related coordinators and across multiple locations.
- Develops processes to improve office efficiency by standardizing formats for routine correspondence and identifies areas for improved efficiency.
- Works collaboratively with relevant parties to maintain a budget.
- Identifies and implements processes to improve quality and customer service.
- Exemplifies and represents hospital by being the liaison between the residency program and other programs.
- Performs assigned work safely, adhering to established program safety rules and practices.
- Reports to the appropriate personnel, in a timely fashion, any unsafe activities, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
- Abides by all Christiana Care Health System and program policies.
SCOPE, PURPOSE, AND FREQUENCY OF CONTACTS:
- Frequent contact with Program Director, Associate/Assistant Program Directors, Program Manager, Program Assistants, Administrative Chief Resident, faculty physicians, residents, students, staff, and representatives of other educational institutions. Interaction with other programs and Christiana Care personnel as relevant to programs function and decision-making.
DIRECTION/SUPERVISION OF OTHERS:
- Supervising Education Program Assistant(s) when applicable.
DIRECTION/SUPERVISION RECEIVED:
- Reports directly to Program Manager or Program Administrator, indirectly to Program Director.
EDUCATION AND EXPERIENCE REQUIREMENTS:
- Minimum of Associate's Degree in Office Administration/Secretarial Science/relevant degree, or minimum of three (3) years-experience; demonstrating knowledge and skills relevant to the position. Bachelor's degree preferred.
- Experience working with residents or fellows preferred.
- Familiarity with the organization and processes of medical and/or dental education, or the ability to learn.
- At least three (3) years progressive administrative assistant experience or equivalent, demonstrating successful office management experience.
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