Holy Name Medical Center
Description
Welcome to Holy Name, a medical center where innovation is a commitment. At our hospital, every patient is cared for with undivided attention because healing every soul is our sole focus. Holy Name is New Jersey's only independent Catholic health system, comprising a 361-bed acute care hospital, a cancer center, a fitness center, a residential hospice, a nursing school, and an extensive physician network. Healing at Holy Name goes beyond medicine and technology and is infused with faith, conviction, compassion, and a commitment to educating the next generation of healthcare professionals through residency and educational programs. Our mission to provide care for the body, mind, and soul spans education, prevention, diagnosis, treatment, rehabilitation, and overall wellness. This has been our approach for nearly 100 years. Every innovation and medical breakthrough is powered by the best minds in medicine.
A Brief Overview The Residency Program Coordinator, under the direction and supervision of the Residency Program Director, assists in the administration of the Residency Program as outlined in the Accreditation Council for Graduate Medical Education (ACGME) Program Requirements. The Coordinator provides administrative support to the Residency Program Director, Chief Residents, and OBGYN Faculty and Residents, and will interact with other Faculty, Residents, medical students, and institutional and administrative offices as directed by the Director. What you will do Coordination of the Residency Program
Coordinate the daily operations and logistics for the IM Residency Program Adhere to procedures and systems that ensure orderly and timely workflow Maintain knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements Implement and update Program databases Coordinate with Chief Residents/Faculty to maintain and distribute resident rotations schedules, call schedules, vacation schedules, and meeting schedules Coordinate outside electives, including hospital applications, malpractice coverage confirmation, and evaluation forms Process Resident and Faculty professional organization memberships Prepare and distribute yearly and monthly assignment schedules for Residents Maintain confidential Resident files Coordinate Residency-related Didactics, including scheduling speakers, travel and accommodations, and presentation logistics Arrange for BCLS and ACLS certification and recertification training Assist with Faculty and Resident travel and accommodations for national conferences Serve as liaison with other departments and affiliated institutions Maintain Residency Committee meeting minutes and develop reports as requested Prepare check requests, travel authorizations, fund reimbursements, and expense reports; maintain records for Medical Education/Accounting Maintain biographical information on all Residents and update alumni records Coordinate ACGME accreditation and reporting requirements to External Agencies/Organizations Support reports by compiling, updating, and submitting to ACGME/AOA, ABIM FasTrack, AAMC GMETrack, AMA FREIDA, New Innovations, and other bodies as directed Compile, tabulate, and report data for surveys, questionnaires, census reports, and other required documents Coordinate and support bi-annual Residency review by the Clinical Competency Committee and Annual Program Evaluation by the Program Evaluation Committee Collect information for database analysis tools to meet ACGME requirements Coordinate administration of the annual in-training examinations Prepare and distribute all post-graduate verifications Collect, compile, submit, and maintain all Resident reports and projects
Recruitment of Residents
Coordinate communication between the Program and Applicants via email, phone, and written correspondence Serve as an information source for the Program, Institution, and community Adhere to the recruitment plan, timeline, guidelines, and policies and procedures Maintain all interview materials used by Faculty, Residents, and Applicants Coordinate review of Residency applications using ERAS/Thalamus as directed Coordinate all interviews and communications with Applicants Coordinate applicants’ interview day Plan and arrange interview social activities as applicable Manage software related to Residency applications and related reports/forms Participate in Residency interview discussions/ranking meetings Administer and review post-match surveys and recommend changes to improve next year’s recruitment Plan and administer onboarding logistics and hiring requirements for new Residents, including International Medical Graduates and J-1 visa holders
Coordination of Resident Appointments, Reappointments, and Termination
Coordinate orientation of new Residents Distribute and monitor the Resident Appointment and Reappointment process Prepare and monitor Resident completion and/or termination process Coordinate Information Services assignments (pagers, voicemail, computer access) Inform incoming Residents of documentation required by Holy Name Medical Center and licensing boards Coordinate credentialing requirements for initial appointments for interns with Holy Name and participating institutions Instruct International Medical Graduates regarding INS/ECFMG procedures and state licensing requirements Assist new Residents to ensure a smooth transition to the Residency Program
Administrative Support
Provide administrative support to the Residency Program Director Support Residency operations, budget review, and financial processes Assist Chief Residents/Faculty in creating yearly rotation schedules Prepare agendas, attend program meetings, and produce minutes Maintain and manage the New Innovations Residency Management Suite, including evaluations, schedules, duties hours, conferences, and reports Initiate and administer the house staff budget under the Director’s supervision Maintain credentialing records/CVs of Faculty on the ACGME ADS site Maintain verification files, duty hour compliance, scholarly activities, and other Residency logs Assist Residents and Program Leadership in preparing presentations and manuscripts Provide support to committees as needed
Attending Residency Meetings
Advise Faculty and Residents on Departmental policies Disseminate training information for Residents and Faculty Prepare verification letters and career resources for senior Residents Coordinate social and retreat activities for Residents and Faculty
Departmental Facilities and Resources
Maintain learning materials and equipment, assist with use of computers and applications Maintain audiovisual and other Program logistics equipment Manage conference room scheduling
Other duties
Participate in professional organizations (ACGME, ACP, AAIM/APD) Attend professional development activities Perform miscellaneous duties as assigned
Education Qualifications Bachelor's Degree required Master's Degree preferred Experience Qualifications Minimum of 2 years of office administration experience, preferably in healthcare or education Experience in Graduate Medical Education Knowledge of New Innovations (Residency Management System) Experience as a Residency Program Coordinator Knowledge, Skills, and Abilities Critical thinking and problem-solving Effective written and verbal communication Ability to adapt, grow, learn, and adjust to change Understanding of OBGYN Residency Program mission and relationships with affiliated sites Strong working relationships with supervisors and co-workers General HR understanding and confidentiality Excellent interpersonal and communication skills Ability to prioritize and meet deadlines Decision-making and escalation as needed Proficiency with computer applications and resources Strong project management and organization Handling of confidential matters Understanding of financial and budgetary processes Understanding of record keeping and HIPAA compliance Familiarity with ERAS and residency software Commitment to continual professional development
Benefits: Holy Name offers a comprehensive benefits package including medical, dental, vision, 401(k), tuition reimbursement, paid time off, flexible spending accounts, life insurance, and on-site parking. Final base compensation ranges from $79,997 to $95,992 and reflects status (Full/Part-Time or Per Diem), skills, education, and experience. Holy Name is an Equal Opportunity Employer.
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A Brief Overview The Residency Program Coordinator, under the direction and supervision of the Residency Program Director, assists in the administration of the Residency Program as outlined in the Accreditation Council for Graduate Medical Education (ACGME) Program Requirements. The Coordinator provides administrative support to the Residency Program Director, Chief Residents, and OBGYN Faculty and Residents, and will interact with other Faculty, Residents, medical students, and institutional and administrative offices as directed by the Director. What you will do Coordination of the Residency Program
Coordinate the daily operations and logistics for the IM Residency Program Adhere to procedures and systems that ensure orderly and timely workflow Maintain knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements Implement and update Program databases Coordinate with Chief Residents/Faculty to maintain and distribute resident rotations schedules, call schedules, vacation schedules, and meeting schedules Coordinate outside electives, including hospital applications, malpractice coverage confirmation, and evaluation forms Process Resident and Faculty professional organization memberships Prepare and distribute yearly and monthly assignment schedules for Residents Maintain confidential Resident files Coordinate Residency-related Didactics, including scheduling speakers, travel and accommodations, and presentation logistics Arrange for BCLS and ACLS certification and recertification training Assist with Faculty and Resident travel and accommodations for national conferences Serve as liaison with other departments and affiliated institutions Maintain Residency Committee meeting minutes and develop reports as requested Prepare check requests, travel authorizations, fund reimbursements, and expense reports; maintain records for Medical Education/Accounting Maintain biographical information on all Residents and update alumni records Coordinate ACGME accreditation and reporting requirements to External Agencies/Organizations Support reports by compiling, updating, and submitting to ACGME/AOA, ABIM FasTrack, AAMC GMETrack, AMA FREIDA, New Innovations, and other bodies as directed Compile, tabulate, and report data for surveys, questionnaires, census reports, and other required documents Coordinate and support bi-annual Residency review by the Clinical Competency Committee and Annual Program Evaluation by the Program Evaluation Committee Collect information for database analysis tools to meet ACGME requirements Coordinate administration of the annual in-training examinations Prepare and distribute all post-graduate verifications Collect, compile, submit, and maintain all Resident reports and projects
Recruitment of Residents
Coordinate communication between the Program and Applicants via email, phone, and written correspondence Serve as an information source for the Program, Institution, and community Adhere to the recruitment plan, timeline, guidelines, and policies and procedures Maintain all interview materials used by Faculty, Residents, and Applicants Coordinate review of Residency applications using ERAS/Thalamus as directed Coordinate all interviews and communications with Applicants Coordinate applicants’ interview day Plan and arrange interview social activities as applicable Manage software related to Residency applications and related reports/forms Participate in Residency interview discussions/ranking meetings Administer and review post-match surveys and recommend changes to improve next year’s recruitment Plan and administer onboarding logistics and hiring requirements for new Residents, including International Medical Graduates and J-1 visa holders
Coordination of Resident Appointments, Reappointments, and Termination
Coordinate orientation of new Residents Distribute and monitor the Resident Appointment and Reappointment process Prepare and monitor Resident completion and/or termination process Coordinate Information Services assignments (pagers, voicemail, computer access) Inform incoming Residents of documentation required by Holy Name Medical Center and licensing boards Coordinate credentialing requirements for initial appointments for interns with Holy Name and participating institutions Instruct International Medical Graduates regarding INS/ECFMG procedures and state licensing requirements Assist new Residents to ensure a smooth transition to the Residency Program
Administrative Support
Provide administrative support to the Residency Program Director Support Residency operations, budget review, and financial processes Assist Chief Residents/Faculty in creating yearly rotation schedules Prepare agendas, attend program meetings, and produce minutes Maintain and manage the New Innovations Residency Management Suite, including evaluations, schedules, duties hours, conferences, and reports Initiate and administer the house staff budget under the Director’s supervision Maintain credentialing records/CVs of Faculty on the ACGME ADS site Maintain verification files, duty hour compliance, scholarly activities, and other Residency logs Assist Residents and Program Leadership in preparing presentations and manuscripts Provide support to committees as needed
Attending Residency Meetings
Advise Faculty and Residents on Departmental policies Disseminate training information for Residents and Faculty Prepare verification letters and career resources for senior Residents Coordinate social and retreat activities for Residents and Faculty
Departmental Facilities and Resources
Maintain learning materials and equipment, assist with use of computers and applications Maintain audiovisual and other Program logistics equipment Manage conference room scheduling
Other duties
Participate in professional organizations (ACGME, ACP, AAIM/APD) Attend professional development activities Perform miscellaneous duties as assigned
Education Qualifications Bachelor's Degree required Master's Degree preferred Experience Qualifications Minimum of 2 years of office administration experience, preferably in healthcare or education Experience in Graduate Medical Education Knowledge of New Innovations (Residency Management System) Experience as a Residency Program Coordinator Knowledge, Skills, and Abilities Critical thinking and problem-solving Effective written and verbal communication Ability to adapt, grow, learn, and adjust to change Understanding of OBGYN Residency Program mission and relationships with affiliated sites Strong working relationships with supervisors and co-workers General HR understanding and confidentiality Excellent interpersonal and communication skills Ability to prioritize and meet deadlines Decision-making and escalation as needed Proficiency with computer applications and resources Strong project management and organization Handling of confidential matters Understanding of financial and budgetary processes Understanding of record keeping and HIPAA compliance Familiarity with ERAS and residency software Commitment to continual professional development
Benefits: Holy Name offers a comprehensive benefits package including medical, dental, vision, 401(k), tuition reimbursement, paid time off, flexible spending accounts, life insurance, and on-site parking. Final base compensation ranges from $79,997 to $95,992 and reflects status (Full/Part-Time or Per Diem), skills, education, and experience. Holy Name is an Equal Opportunity Employer.
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