Cardiothoracic Residency Coordinator 40 Hours Days Bwh - Thoracic Surgery

QUALIFICATIONS:

1. Bachelors degree with commensurate level of experience in tasks specific to administration of graduate medical education programs.

2. High level of software skills including MS Office Suite.

3. Minimum of 35 years of experience in a hospital medical academic or government environment preferred.

4. Demonstrated ability to lead initiatives to completion as well as an exemplary record of successful program management required.

5. Supervisor or managerial experience preferred.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

1. Excellent interpersonal skills and ability to communicate effectively with a diverse constituency inside and outside the organization. Work effectively with individuals at all levels of the organization.

2. Ability to prioritize and manage multiple tasks. Timemanagement multitasking and the ability to work under pressure in a fastpaced developing organization are essential.

3. Must possess strong writing and oral presentation skills.

4. Understanding of and ability to use medical terminology.

5. Ability to effectively respond to confidential and time sensitive issues.

6. Initiative and ability to work well both independently and as a member of a team.

WORKING CONDITIONS:

Due to the unpredictable nature of clinic operation and preparation the pace of work can be hectic and challenging and thus the workload could necessitate occasional evenings.

DRESS CODE:

GENERAL SUMMARY/OVERVIEW STATEMENT:

The Program Coordinator provides direct support to the Cardiothoracic Residency and Fellowship Program Director(s) and Associate Directors. The incumbent will be responsible for providing highlevel program management and support to carry out initiatives of the Cardiothoracic Residency Program as well as other needs related to the fellows and residents of both the Division of Thoracic Surgery and Division of Cardiac Surgery. This position will maintain and enhance the current Resident and Fellow training education career advancement and career satisfaction during their tenure in the Cardiothoracic Residency and Fellowship Program.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

1. Assist Program Director(s) with development and compliance with policies initiative and strategies including: educational goals programs and feedback system for residents. Help design and implement changes to strengthen the educational program.

2. Supervise the monitoring and documentation of all Cardiothoracic Residency educational activity including curricula resident evaluation clinical participation ACGME FSF and other case log requirements license verification renewal visas duty hour monitoring etc to ensure compliance according to ACGME and/or fellowship regulations.

3. Responsible for managing fiscal operational and personnel elements of the academic business line. Develop and monitor annual budgets and variance reports. Fiscal management may involve research or training grant support. Produce and present reports for Division and/or Department senior leadership. Create and maintain tracking system for expenses in format available to Program and Administrative Directors.

4. Coordinate all efforts to implement the new sixyear comprehensive Cardiothoracic Surgery curriculum under the general direction of the Program Director(s). Develop and document all details including budgets standard operating procedure and aspects to promote program awareness.

5. Assist Provider Services and the Department of Surgery Chairmans office with fellow/resident credentialing medical licensing and on boarding activities. Organize and maintain residents personnel files and resident educational activity information and make available to faculty advisors and Graduate Medical Education Office when needed and ensure access to files (and ease of use) by management. Create and maintain tracking system for current incoming and past fellows.

6. Implement enhance and maintain data management systems for compiling and reporting all program resident and fellow performance assessment data.

7. Initiate and coordinate fundraising for educational activities and events in collaboration with the Development office and in compliance with the Office of Interaction with Industry.

8. Develop formal presentations for both internal and external use to showcase the program including the progress and achievements of the program.

9. Develop and oversee processes to ensure that all programs are compliant and accredited with ACGME requirements. Organize and maintain all necessary documentation for review as requested. Assist with site visit documentation including PIF document preparation and document collection.

10. Act as liaison between the Program and the New Innovations System to report on timeliness of faculty evaluations within 1 month of rotation completion.

11. Facilitate and coordinate all aspects of educational events including recruitment orientation and graduation activities teaching conferences and education committee meetings. For recruitment this includes processing and assessing applicants and coordinating interview dates with both faculty and applicants.

12. Oversee the hiring appointment and credentialing operations for all incoming and transitioning residents and fellows in collaboration with Physician Services and Department of Surgery Chairs office including visa work associated with international applicants. Work with satellite offices to ensure credentialing and help facilitate necessary information for the program to draw up external contracts and complete successfully.

13. Responsible for all resident and fellow expense reimbursement including orientation for incoming residents and fellows to ensure compliance to PHS and divisional requirements on travel and educational reimbursement and any required followup with PHS accounting to ensure receipt.

14. Develop and maintain database and online newsletter for all Cardiothoracic Residency and Fellowship Program alumni.

15. Manage weekly education conferences and renewal of CME accreditation through Harvard Medical School. Track attendance for CME credits of all attendees.

16. Coordinate training and orientation for incoming Residents and Fellows on computer systems and administrative duties that correspond with their job responsibilities.

17. All other duties as assigned by the Residency Program Directors of both Thoracic Surgery and Cardiac Surgery and the Administrative Directors of both Cardiac and Thoracic Surgery.

18. Assist with preparation of the Divisions annual progress report which includes an updated Faculty curriculum vitae publications awards statistics and divisional performance.

19. Organize activities and special functions as directed by the Program Directors including planning of meetings conferences seminars CMEs Visiting Professor and retreats.

20. Write edit transcribe and distribute all administrative correspondence for the Program Directors including agenda and minutes for meetings. Edit transcribe and prepare for publication and/or presentation.

21. Disseminate TSDA weekly curriculum.

22. Review results of annual residency and faculty surveys with Program Director(s) and work on plans and facilitation of changes. Coordinate and attend biannual resident evaluation meetings.

23. Coordinate formal mentor program including scheduling of regular meetings for all residents to occur at minimum two 2 times per year.

24. Oversee March intraining exams.

25. Oversee physical facilities of the Thoracic and Cardiac office suites and all Cardiothoracic resident oncall rooms assessing needs for maintenance upgrading of furniture or equipment and setting priorities for use of these facilities.

26. Assist with other administrative duties in the Divisions of Cardiac Surgery and Thoracic Surgery as assigned.

REPORTING RELATIONSHIPS:

1.Directlyreports to the Program Director(s).

2. Administratively reports to the Administrative Director of Thoracic Surgery and Cardiac Surgery.

SHIFT:

Day Shift