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Coordinator II Residency Training Program, Anesthesiology-Administration at UTMB Health

UTMB Health · Galveston, United States Of America · Onsite

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Minimum Qualifications: 

  • Associate's degree or equivalent. 3 years related experience.

 

Job Description:

To perform a wide variety of professional duties in the management of all medical and House Staff programs.

 

Job Duties:

  • Performs any related duties required to maintain efficient operations of the Anesthesiology Residency Program. 
     
  • Collaborates with the Program Manager and the Program Director to assure that the program meets or exceeds accreditation requirements
     
  • Knows the current ACGME program requirements
     
  • Organizes and maintains residency training files
     
  • Assists with the preparation of documentation required for accreditation (Annual Program Evaluation, Semi-Annual Evaluations, Milestones, WebADS updates)
     
  • Manage and coordinates accreditation site visits
     
  • Maintain web-based ACGME surveys
     
  • Maintain ongoing communications with the GME office
     
  • Maintain evaluations and monitoring of Duty Hours through New Innovations
     

Collaborate with the Program Director and APD on didactics
 

  • Schedule and compile semi-annual evaluations
     
  • Compile data for CCC meetings and take minutes
     
  • Coordinate monthly Well-Being Conferences. 

    Assists in the ongoing management of the GME program budget
     

  • Maintain the Resident Development Fund which includes processing orders, reimbursements, and monitoring the budget. 
     
  • Tracking of programmatic expenses 
     
  • Oversight of the recruitment budget
     
  • Coordinates and processes fellow and faculty travel requests, arrangements and reimbursements, as well non-PO vouchers and internal billing requests, ensuring compliance with current UTMB Guidelines. 
     

Onboarding and compliance
 

  • Monitor and assist new fellows with the on-boarding process through New Innovations
     
  • Assist fellows with new and renewal visas as needed
     
  • Schedule trainees for credentialing courses (ACLS/BLS/EPIC)
     
  • Follow-up with trainees on annual compliance training and other compliance (TB/ Flu) as needed
     

Coordinate training schedules
 

  • Work with the Program Director and Associate Program Director to compile the master training schedule each year.
     
  • Maintain updated schedule through New Innovations
     
  • Compile/distribute on-call schedules and update in AMCOM
     
  • Organize, manage, and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings. Coordination and confirmation of the planned activities; distribution of conference material; entry of attendance into New Innovations database.
     

Coordinate Residency Recruitment and Interviews
 

  • Manage residency applications through ERAS and work with the PD to screen applicants 
     
  • Work with PD to schedule interview dates and communicate with applicants to schedule interviews/itineraries
     
  • Organize interview days: creation of Teams room links, distribution of applicant files to faculty/fellows, monitoring of interview rooms each session
     

Administrative responsibilities
 

  • Provide administrative support to the Program Director for GME related activities.
     
  • Provide administrative support to the fellows 
     
  • Monitors time and attendance in KRONOS for fellows and residents
     
  • Monitory duty hours in New Innovations for fellows and residents
     
  • Providing timely training verifications
     
  • Serve as the program liaison with agencies and institutional departments.
     
  • Works in tandem with other Coordinators and Support Staff in the department filling in and covering other departmental areas as needed.
     
  • Answers phones and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communications in a timely manner. 
     
  • Composes correspondence and memorandums in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure. 
     
  • Performs miscellaneous clerical tasks, such as making copies, filing, faxing, and mail distribution. 
     
  • The coordinator may be required to perform other reasonably related duties related to the Department of Anesthesiology. 
     

Preferred Skill/Competency 
 

  • Knowledge and experience working with Word and Excel spreadsheets 
     
  • Familiar with PeopleSoft financials and Kronos Timekeeping System
     
  • Strong organizational skills
     
  • Possess excellent verbal, written, organizational and interpersonal skills
     
  • Ability to multi-task to support diverse areas within the administrative team
     
  • Experience working in a team environment
     
  • Prior residency training program experience is a plus
     

Salary Range:
Commensurate with experience 
 


Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.


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For application assistance, please email [email protected] Representatives are available Monday through Friday from 8 a.m. to 5 p.m. CST.

 

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