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Residency Program Coordinator - Medicine - (FT, 40 hrs, Days) Boston, MA

Job ID 5369634 Date posted 08/12/2017

Boston Medical Center (BMC) is more than a hospital. It´s a network of support and care that touches the lives of hundreds of thousands of people in need each year. It is the largest and busiest provider of trauma and emergency services in New England. Emphasizing community-based care, BMC is committed to providing consistently excellent and accessible health services to all—and is the largest safety-net hospital in New England. The hospital is also the primary teaching affiliate of the nationally ranked Boston University School of Medicine (BUSM) and a founding partner of Boston HealthNet – an integrated health care delivery systems that includes many community health centers. BMC provides a full range of pediatric and adult care services, from primary to family medicine to advanced specialty care.

BMC is also committed to our employees, who are a very important piece to who we are. We pride ourselves in providing equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person's race, color, gender, age, religion, national origin, ancestry, disability, veteran status, genetic information, sexual orientation or any characteristic protected under applicable law. BMC will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.

Under the general direction of Administrative Director, the Residency Program Education Coordinator is responsible for assuring that programs for the education of the Department of Medicine residents and medical students are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center and by all organizations and agencies (such as the ACGME and the RRC) that are involved with the process of determining accreditation of post-graduate medical education programs. Responds to all inquiries relative to the residency program. Reviews applications on ERAS (Electronic Residency Application Service). Screens and requests additional material from applicant in order to set up interviews. Corresponds with appropriate individuals, medical schools, agencies to obtain information to compile profile of resident applicant. Functions as a liaison to various departments and outside agencies for residents, chief residents, and program directors. Ensures the office policies are carried out.

Supports Administrative Director (AD), Program Director (PD) and Associate Program Director(s) (APDs) by providing daily program oversight and administration; troubleshoots and resolves problems, either independently or under direction of AD/PD/APDs Acts as a liaison between faculty, residents, chief residents and numerous rotation sites. Trouble shoots as needed.  

  • Coordinates and makes all arrangements for special events as assigned such as the annual intern, junior and senior retreats.
  • Responds to inquiries from prospective applicants to program, processes and maintains electronic applications submitted via ERAS (4000+ applications); prepares files for review; invites selected candidates to interview; coordinates complex interview process involving applicants, faculty, residents and tours at all campuses; complies statistical candidate assessment data on spreadsheet for competitive ranking. 
  • Schedules semi-annual review meetings between APDs and assigned residents and ensures all evaluation documentation is in place prior to meetings.
  • Generates program related correspondence, including letters of recommendation, by PD/APD, responds to letters of verification of training from financial institutions for loan deferments, from licensing agencies or hospitals and other healthcare facilities regarding Boston Medical Center
  • Handles telephone calls in a professional, courteous speaking manner; Responds to inquiries or routes calls to the appropriate source.
  • Registers and proctors residents during annual in-training examination
  • Anticipates timeline, assigns and coordinates all activities, and prepares required documentation for ACGME site visits; assists in semiannual milestone reporting and preparation as required by GME for institutional site visits. Works with GME Office on maintaining and updating affiliation agreements; works with GMEC in conducting internal reviews of the program.
  • Establishes accurate and complete record-keeping systems for program, its residents and faculty in compliance with requirements established by accrediting, certifying and licensing organizations such as ACGME/RRC, web ADS, AMA, Board of Registration in Medicine, and internally with the GME Office; serves as a liaison, ensuring appropriate, timely and responsive communications.
  • Coordinates and maintains schedules of educational programs, including regular and special conferences for 150 residents; arranges for conference rooms, oversees room setup, arranges for food service and when necessary collects documentation of resident and faculty attendance.
  • Serves as liaison for residents regarding benefits and Human Resource issues.
  • Assists residents, Program Director and Associate Program Director with preparation and submission of abstracts, manuscripts, posters or presentations as needed.
  • Prepares and distributes information packages for meetings. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.
  • Composes high level correspondence, spreadsheets and presentations independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
  • Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices. Participates as member of Alliance of Academic Internal Medicine (AAIM), attends annual meetings to gather and provide program information and develop networking resources.
  • Processes mail addressed to Residency Program; handles personally or directs appropriately; collects and distributes to residents’ mail to mailboxes.
  • Other duties (as needed)
  • Adapt to changes in departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
  • Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
  • Utilize hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission.

Job Requirements

  • Bachelor's Degree or equivalent combination of formal education and experience
  • At least 3 years of relevant experience required. (With HS diploma/GED requires 7 years related experience. With Associates degree requires 5 years of related experience). Experience with graduate medical education programs preferred.
  • Requires an intelligent, self-motivated individual with very strong organizational and multitasking skills and self-discipline with the ability to work on multiple ongoing projects simultaneously and meet deadlines.
  • Requires initiative and ability to work both independently and as a member of a team.
  • Requires strong knowledge of and ability to operate various computer software applications, including data spreadsheets and institutional GME software required for all residency programs (New Innovations).
  • Requires excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and ability to maintain detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
  • Requires ability to work with numbers, including payroll and budgetary accounting, and data analysis.
  • Exemplary written and verbal communication skills. 
  • Pleasant, courteous, and helpful telephone manner and professional demeanor for favorable “first impression.”
  • Requires strong interpersonal skills and flexibility necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds.
  • Requires ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.

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  • General Administration, Boston, Massachusetts, United StatesRemove