Henry Ford Health
GME Program Coordinator I - Full time - Detroit
Henry Ford Health, Detroit, Michigan, United States, 48228
GME Program Coordinator I - Full time - Detroit
Join to apply for the GME Program Coordinator I - Full time - Detroit role at Henry Ford Health.
General Summary Reporting to the Medical Education Manager, the Graduate Medical Education (GME) Program Coordinator I is responsible for facilitating educational project work by providing direction, leadership, and day‑to‑day management of the clinical medical education program and initiatives. The coordinator directs department projects, formulates needed enhancements for processes, and works with internal and external customers to meet established goals and deadlines. Initiative, resourcefulness, and problem‑solving skills are essential for working independently and completing projects and assignments.
Principle Duties And Responsibilities
Work with leadership to determine focus and direction of department initiatives and projects.
Create, design, and manage project plans and timelines.
Assign tasks related to project work to other administrative staff as appropriate.
Develop and implement solutions to improve current processes and procedures.
Lead and serve on cross‑functional teams across the organization representing the department.
Perform project management/coordination activities to ensure process workflows are handled within established time parameters.
Perform administrative follow‑up by keeping track of major projects and tasks assigned by departmental leadership.
Create and manage budgets related to department projects and initiatives and monitor spending.
Design reports and distribute to appropriate parties.
Develop and maintain strong professional relationships across operational departments and with internal and external stakeholders.
Serve as key contact between the department and other internal and external customers.
Safeguard and protect confidential information.
Oversee day‑to‑day operations of the residency program(s) including: - Coordinate all recruitment activities, gather evaluations, and process selection of new residents. - Coordinate logistics and schedules. - Create, design, and manage program recruitment plan, timeline, guidelines, policies, and procedures, web sites, and materials. - Use designated software to manage residency applications and compile reports. - Develop materials used by faculty during candidate interviews.
Coordinate and schedule program orientation for incoming program and rotating residents in conjunction with the chief resident and/or Program Director.
Ensure resident compliance with required institutional curriculum learning modules through scheduling.
Ensure completion of annual revision of program manuals and policies; review, communicate, and enforce established policies and procedures; educate Program Director, residents, and faculty on new and existing GME and program policies; recommend changes when appropriate.
Assist and advise chief residents and the Program Director in coordinating training programs. - Create and maintain rotation schedules, incorporating curriculum requirements and creating call, conference, resident meeting, and vacation schedules for the program. - Oversee accurate scheduling in the residency management system to ensure compliance in Medicare cost reporting.
Understand and monitor compliance with the Accreditation Council for Graduate Medical Education (ACGME) institutional and program requirements; foster awareness and compliance through dissemination to program leadership and residents. - Maintain current documentation of compliance with accreditation guidelines. - Collect and review program data and accreditation‑related documents; ensure accurate and timely reporting of data to both the ACGME and GME office. - Provide accreditation administrative oversight and updates to program leadership. - Serve as a member of the GME review team, completing review activities as necessary. - Support development and reporting of ACGME self‑studies. - Collect, review, and update program documentation for all program reviews and applicable site visits. - Develop procedures in response to new or revised policies issued by accreditation agencies, Henry Ford Health, the hospital or program director.
Develop, execute, and update contractual agreements and program letters of agreement; monitor expiration dates, curriculum and leadership changes with this documentation.
Use designated software to manage all evaluations (e.g., those required by Henry Ford Health’s Medical Education, medical schools and accreditation requirements including attending’s evaluations of trainees, trainees’ evaluations of the faculty and program semiannual and summative evaluations, faculty evaluations of the program), surveys, certifications (e.g., BCLS, ACLS), and exam results (e.g., Step II or III, in‑training); compile and disseminate results as required by Medical Education, departments, medical schools, and external agencies.
Track and verify procedures and competencies; compile and audit information for both the Clinical Competency Committee and Program Evaluation Committee. - Manage compliance of residents and faculty in completing required documents. - Complete semi‑annual milestone reporting.
Represent the program director and make decisions in the program director’s absence within prescribed limits of authority; update the program director on program issues; alert the program director to potential counseling needs; represent the program as requested.
Maintain residents’ and fellows’ separate employment and educational records, as defined by Henry Ford Health policy and in compliance with ACGME requirements; maintain medical student clerkship records.
Maintain effective communication with the medical students, residents, and fellows, appropriate to the situation (e.g., formal letters, email, group paging, etc.). - Advise medical students and residents regarding requirements and deadlines; disseminate information regarding residency, fellowship, and career opportunities.
Draft letters of recommendation and complete verification of training forms for each graduating resident and fellow.
Assist with due process for an extension of training, probation, and termination.
Assist in planning and obtaining approval for continuing medical education (CME) programs; monitor attendance and budget.
Serve as liaison among the program, department, medical schools, hospital administrative offices, hospital and system medical education office(s) and alumni.
Assist program director in development of program and departmental goals and objectives.
Assist the GME office to effectively manage the medical education programs.
Serve as a mentor to new program coordinators; provide professional development to peers as requested.
Manage and prepare reports and correspondence related to highly confidential material for program, medical group, institution, and health system.
Receive and screen visitors, telephone calls, and e‑mails; independently compose, prepare, and distribute correspondence, agendas, and reports; schedule meetings; respond to information requests.
Coordinate work of program (e.g., Clinical Competency Committee, Program Evaluation Committee, curriculum, research, resident, etc.) and alumni committees and maintain minutes and appropriate records.
Coordinate program events (e.g., luncheons, retreats, banquets, ceremonies).
Direct the workflow and supervise necessary administrative paperwork, records, and complex filing systems to support the program.
Maintain program expenditures within the authorized budget and prepare reports; prepare check requests, travel authorizations, expense reports, and reimbursements; manage GME Program budget and ensure compliance with budget policies for appropriate spending.
Maintain and update databases and program information on designated websites (e.g., Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), ACGME Accreditation Data System (ADS), specialty program tracking, Henry Ford Health’s program management software, alumni). - Comply with the Intern Resident Information System (IRIS) requirements to capture Medicare reimbursement information for the development of the Medicare hospital cost report developed by the system reimbursement office.
Promote service excellence principles and leadership behaviors.
Establish collaborative relationships to further goals and promote continuous quality improvement.
Participate in professional development to maintain knowledge and skills required to support changing requirements of the position; attendance required.
Seek and respond to GME, departmental, administration, and customer feedback.
Perform other duties as assigned.
Education/Experience Required
Bachelor’s degree in a related field, or the equivalent combination of education and/or experience.
Experience in an educational or medical office/administrative/project management environment preferred.
Previous Medical Education experience strongly preferred.
Strong data collection and entry ability with attention to detail; requires high level of accuracy.
Demonstrate knowledge and skills in Microsoft Office applications (Access, Excel, PowerPoint, Word) and data management applications.
Ability to create, prioritize, and execute multiple tasks and meet established timelines.
Must have good interpersonal skills, customer service attributes and ability to communicate effectively with internal and external customers.
Must demonstrate and use customer‑friendly demeanor/etiquette and culturally appropriate.
Possess strong verbal communication skills in person and via telephone.
Able to apply problem‑solving and critical thinking skills.
Must possess strong organizational skills.
Certifications/Licensures Required
TAGME certification preferred.
Must meet or exceed core customer service responsibilities, standards and behaviors as outlined in the Henry Ford Health’s Customer Service Policy.
Must practice the customer skills as provided through on‑going training and in‑services.
Physical Demands/Working Conditions Normal office environment with minimal exposure to noise, dust, or extreme temperatures.
Additional Information
Organization: Henry Ford Hospital – Detroit Main Campus
Department: GME – Administrative Expense
Shift: Day Job
Union Code: Not Applicable
Seniority level Associate
Employment type Full‑time
Job function Other
Industries Hospitals and Health Care, Insurance, and Wellness and Fitness Services
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General Summary Reporting to the Medical Education Manager, the Graduate Medical Education (GME) Program Coordinator I is responsible for facilitating educational project work by providing direction, leadership, and day‑to‑day management of the clinical medical education program and initiatives. The coordinator directs department projects, formulates needed enhancements for processes, and works with internal and external customers to meet established goals and deadlines. Initiative, resourcefulness, and problem‑solving skills are essential for working independently and completing projects and assignments.
Principle Duties And Responsibilities
Work with leadership to determine focus and direction of department initiatives and projects.
Create, design, and manage project plans and timelines.
Assign tasks related to project work to other administrative staff as appropriate.
Develop and implement solutions to improve current processes and procedures.
Lead and serve on cross‑functional teams across the organization representing the department.
Perform project management/coordination activities to ensure process workflows are handled within established time parameters.
Perform administrative follow‑up by keeping track of major projects and tasks assigned by departmental leadership.
Create and manage budgets related to department projects and initiatives and monitor spending.
Design reports and distribute to appropriate parties.
Develop and maintain strong professional relationships across operational departments and with internal and external stakeholders.
Serve as key contact between the department and other internal and external customers.
Safeguard and protect confidential information.
Oversee day‑to‑day operations of the residency program(s) including: - Coordinate all recruitment activities, gather evaluations, and process selection of new residents. - Coordinate logistics and schedules. - Create, design, and manage program recruitment plan, timeline, guidelines, policies, and procedures, web sites, and materials. - Use designated software to manage residency applications and compile reports. - Develop materials used by faculty during candidate interviews.
Coordinate and schedule program orientation for incoming program and rotating residents in conjunction with the chief resident and/or Program Director.
Ensure resident compliance with required institutional curriculum learning modules through scheduling.
Ensure completion of annual revision of program manuals and policies; review, communicate, and enforce established policies and procedures; educate Program Director, residents, and faculty on new and existing GME and program policies; recommend changes when appropriate.
Assist and advise chief residents and the Program Director in coordinating training programs. - Create and maintain rotation schedules, incorporating curriculum requirements and creating call, conference, resident meeting, and vacation schedules for the program. - Oversee accurate scheduling in the residency management system to ensure compliance in Medicare cost reporting.
Understand and monitor compliance with the Accreditation Council for Graduate Medical Education (ACGME) institutional and program requirements; foster awareness and compliance through dissemination to program leadership and residents. - Maintain current documentation of compliance with accreditation guidelines. - Collect and review program data and accreditation‑related documents; ensure accurate and timely reporting of data to both the ACGME and GME office. - Provide accreditation administrative oversight and updates to program leadership. - Serve as a member of the GME review team, completing review activities as necessary. - Support development and reporting of ACGME self‑studies. - Collect, review, and update program documentation for all program reviews and applicable site visits. - Develop procedures in response to new or revised policies issued by accreditation agencies, Henry Ford Health, the hospital or program director.
Develop, execute, and update contractual agreements and program letters of agreement; monitor expiration dates, curriculum and leadership changes with this documentation.
Use designated software to manage all evaluations (e.g., those required by Henry Ford Health’s Medical Education, medical schools and accreditation requirements including attending’s evaluations of trainees, trainees’ evaluations of the faculty and program semiannual and summative evaluations, faculty evaluations of the program), surveys, certifications (e.g., BCLS, ACLS), and exam results (e.g., Step II or III, in‑training); compile and disseminate results as required by Medical Education, departments, medical schools, and external agencies.
Track and verify procedures and competencies; compile and audit information for both the Clinical Competency Committee and Program Evaluation Committee. - Manage compliance of residents and faculty in completing required documents. - Complete semi‑annual milestone reporting.
Represent the program director and make decisions in the program director’s absence within prescribed limits of authority; update the program director on program issues; alert the program director to potential counseling needs; represent the program as requested.
Maintain residents’ and fellows’ separate employment and educational records, as defined by Henry Ford Health policy and in compliance with ACGME requirements; maintain medical student clerkship records.
Maintain effective communication with the medical students, residents, and fellows, appropriate to the situation (e.g., formal letters, email, group paging, etc.). - Advise medical students and residents regarding requirements and deadlines; disseminate information regarding residency, fellowship, and career opportunities.
Draft letters of recommendation and complete verification of training forms for each graduating resident and fellow.
Assist with due process for an extension of training, probation, and termination.
Assist in planning and obtaining approval for continuing medical education (CME) programs; monitor attendance and budget.
Serve as liaison among the program, department, medical schools, hospital administrative offices, hospital and system medical education office(s) and alumni.
Assist program director in development of program and departmental goals and objectives.
Assist the GME office to effectively manage the medical education programs.
Serve as a mentor to new program coordinators; provide professional development to peers as requested.
Manage and prepare reports and correspondence related to highly confidential material for program, medical group, institution, and health system.
Receive and screen visitors, telephone calls, and e‑mails; independently compose, prepare, and distribute correspondence, agendas, and reports; schedule meetings; respond to information requests.
Coordinate work of program (e.g., Clinical Competency Committee, Program Evaluation Committee, curriculum, research, resident, etc.) and alumni committees and maintain minutes and appropriate records.
Coordinate program events (e.g., luncheons, retreats, banquets, ceremonies).
Direct the workflow and supervise necessary administrative paperwork, records, and complex filing systems to support the program.
Maintain program expenditures within the authorized budget and prepare reports; prepare check requests, travel authorizations, expense reports, and reimbursements; manage GME Program budget and ensure compliance with budget policies for appropriate spending.
Maintain and update databases and program information on designated websites (e.g., Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), ACGME Accreditation Data System (ADS), specialty program tracking, Henry Ford Health’s program management software, alumni). - Comply with the Intern Resident Information System (IRIS) requirements to capture Medicare reimbursement information for the development of the Medicare hospital cost report developed by the system reimbursement office.
Promote service excellence principles and leadership behaviors.
Establish collaborative relationships to further goals and promote continuous quality improvement.
Participate in professional development to maintain knowledge and skills required to support changing requirements of the position; attendance required.
Seek and respond to GME, departmental, administration, and customer feedback.
Perform other duties as assigned.
Education/Experience Required
Bachelor’s degree in a related field, or the equivalent combination of education and/or experience.
Experience in an educational or medical office/administrative/project management environment preferred.
Previous Medical Education experience strongly preferred.
Strong data collection and entry ability with attention to detail; requires high level of accuracy.
Demonstrate knowledge and skills in Microsoft Office applications (Access, Excel, PowerPoint, Word) and data management applications.
Ability to create, prioritize, and execute multiple tasks and meet established timelines.
Must have good interpersonal skills, customer service attributes and ability to communicate effectively with internal and external customers.
Must demonstrate and use customer‑friendly demeanor/etiquette and culturally appropriate.
Possess strong verbal communication skills in person and via telephone.
Able to apply problem‑solving and critical thinking skills.
Must possess strong organizational skills.
Certifications/Licensures Required
TAGME certification preferred.
Must meet or exceed core customer service responsibilities, standards and behaviors as outlined in the Henry Ford Health’s Customer Service Policy.
Must practice the customer skills as provided through on‑going training and in‑services.
Physical Demands/Working Conditions Normal office environment with minimal exposure to noise, dust, or extreme temperatures.
Additional Information
Organization: Henry Ford Hospital – Detroit Main Campus
Department: GME – Administrative Expense
Shift: Day Job
Union Code: Not Applicable
Seniority level Associate
Employment type Full‑time
Job function Other
Industries Hospitals and Health Care, Insurance, and Wellness and Fitness Services
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