GME Affiliate Coordinator

Overview: The Graduate Medical Education (GME) Program/Affiliate Coordinator works to ensure that all processes and procedures related to the coordination of visiting residents are managed in a timely and efficient manner. The GME Program/Affiliate Coordinator will manage the day-to-day operations of the Transitional Year residency program and contribute to the success of the program through support of the program director in accreditation efforts, educational programming and support of residents. The GME Program/Affiliate Coordinator serves as a liaison between program and trainees, faculty, staff, hospital administration as well as internal and external departments. The GME Program/Affiliate Coordinator is a member of the COM GME Office’s team and as such should develop a unique knowledge of the Accreditation Council for Graduate Medical Education (ACGME) requirements, policies and procedures. The GME Program/Affiliate Coordinator will serve as a backup for the GME Administrative Assistant.
The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving the health, health care, and well-being of Arkansans.

UAMS offers amazing benefits and perks:

• Health: Medical, Dental and Vision plans available for staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

Salary offered commensurate with experience

Responsibilities:Visiting Rotators Coordination

• Collaborate with external GME programs particularly those in the state of Arkansas to provide training and education regarding the UAMS onboarding process required for all visiting residents.
• Track and manage accurate documentation, ensuring appropriate signatures are obtained and that all UAMS systems are enabled and ready for visiting resident to operate on their first day of rotation.
• Work with program coordinators from external GME programs to gather a yearly rotation schedule in partnership with UAMS residency programs. In partnership with GME Director, communicates with UAMS residency programs regarding any updates to visiting resident schedules.
• Develop and maintain positive working relationships with those UAMS departments/offices such as HR, IT, Creative Services and Parking, and with participating sites, such as ACH and the VA, that provide assistance to the visiting resident onboarding process.
• Obtain rotation approval from participating sites, such as ACH, and ensure that visiting residents meet partner sites’ requirements for onboarding.
• Coordinate with visiting residents’ home program to ensure that visiting resident has required training on UAMS/ACH systems, such as EPIC. Serve as the primary point of contact for external GME program coordinators and visiting residents for assistance in resolving issues prior to, during and after rotations. Develop quality improvement actions to ensure that internal and external processes are streamlined. Assist internal COM GME programs in processing on-site rotations.

Administrative Support

• Assist individual programs in processing all paperwork related to participating sites agreements to include Program Letter of Agreements and GME Affiliation Agreements using the UAMS Contract Management System and residency management software.
• Serve as primary back-up for Executive Assistant to Center of GME Director and Associate Dean for GME, when needed, to include telephone support, meeting scheduling, procurement and travel. Supports GME Education Manager and Assistant Dean of Housestaff with management of resident and fellow compliance with UAMS requirements, such as flu shots, annual HIPAA training, etc.
• Serve as support for special projects and to GME staff as needed. Provide GME customer service to residents, program staff/leadership, and other GME office customers. Other duties as assigned.

GME Program Coordinator
The following duties and responsibilities are common to all GME Program Coordinators.
Collaborates with Program Director to ensure that program meets or exceeds all accreditation requirements.

• Management of ACGME Accreditation Data System (ADS), also known as WebADS, to include: Resident Roster, ADS Annual Update, Milestone Evaluations, Resident and Faculty Surveys and Case Log Reporting, if applicable
• Participates in the development and management of program’s improvement plans in response to ACGME Notification Letters/Citations/Areas for Improvement.
• Participates in the development and management of the UAMS College of Medicine (COM) GME Annual Program Evaluation. Is actively involved in the data collection and analysis as well as the written evaluation of program for the UAMS GME Annual Program Evaluation process.
• Develops, reviews and updates program-level policies to be current with ACGME and/or GME requirements on an annual basis.
• Prepares for ACGME Self-Study process and subsequent Site Visit.
• Gathers and presents data and documentation for both Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) as outlined in program requirements and/or directed by GME and Program Director. Staffs meetings of PEC and CCC as directed.
• Assists with creation and oversight of educational curriculum and activities such as Didactic Conferences, Journal Club, Board Prep, etc.

Provides administrative supervision and support to residents/fellows.

• Tracks, reports and ensures compliance with policies and procedures.
• Compiles monthly billing report for submission to Housestaff Office.
• Manages and implements process for specialty-specific trainee exams.
• Oversees program’s budget and purchasing processes.
• Plans and implements annual events to include graduation, retreats and various meetings.
• Staffs and supports didactics, lectures and resident conferences.
• Manages processes for visa requests.

Manages program activities related to resident selection and onboarding.

• Develops and implements process for resident candidate recruitment and selection.
• Manages online residency programs, such as the Electronic Residency Application Service (ERAS), the National Resident Matching Program (NRMP), the AMA Residency and Fellowship Database (FRIEDA) and other relevant data sources.
• Manages the onboarding process for incoming residents and advancement process for continuing residents and checkout process for exiting residents.
  Oversees department-level trainee orientation.
• Maintains and updates program website throughout year. Creates program’s promotional materials.

Residency Management Software

• Ensures that program utilizes the New Innovations software to include annual program activities: creation of personnel files, onboarding, resident schedules, evaluations for residents, faculty, rotations, etc. and advancement.
• Pulls data from New Innovations for Clinical Competency Committee meetings, Program Evaluation Committee meetings, resident advisor meetings and program director meetings, when applicable.
• Tracks resident duty hours as defined by ACGME Common Program Requirements and program-specific requirements.
• Provides New Innovations reports (duty hour, evaluation compliance, milestone reporting) to program director as requested.
• Maintains and updates Program Letters of Agreement for participating sites, which are housed in New Innovations.
• Uploads current program policy handbook on an annual basis.

Record Keeping and Maintenance

• Maintains resident files to include: residency program processes, records and evaluations to include visa requirements and/or Educational Commission for Foreign Medical Graduates (ECFMG) documentation, as applicable.
• Follows procedures for monthly billing.
• Facilitates verification of training process for past trainees.
• Verifies resident progress through the program for board eligibility and completion requirements.
• Manages resident compliance with annual tasks: flu shot, TB skin test, conflict of interest, HIPAA and safety trainings.
• Maintains record of resident leave, resident schedules/rotations and final summative evaluation.

Professional Development

• Attends Program Coordinator Organization meetings to meet annual GME Scorecard Requirement minimums. (70% of monthly meetings).

Qualifications:

• Bachelor's degree plus three (3) years of experience in general administrative support OR
• Associates Degree plus five (5) years of experience in general administrative support OR
• High School Diploma/GED plus seven (7) years of experience in general administrative support required.

Preferred Qualifications

• Two (2) years of GME program coordination experience.
• TAGME (Training Administrators of Graduate Medical Education) certification.

UAMS is an Affirmative Action and Equal Opportunity Employer of individuals with disabilities and protected veterans and is committed to excellence. If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (501) 686-6432 and let us know the nature of your request. We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA).Physical Requirements: Stand: Frequently
Sit: Frequently
Walk: Continuously
Bend, crawl, crouch, kneel, stoop, or reach overhead: Occasionally
Lift, push, pull, carry weight: 11 - 25 lbs
Use hands to touch, handle, or feel: Occasionally
Talk: Frequently
Hear: Continuously
Taste or smell: Never
Read, concentrate, think analytically: Continuously
Physical Environment: Inside Office Environment
Noise Level: Quiet
Visual Requirements: Not required
Hazards: None