Residency/Fellowship Coordinator

Department:

SOM KC Gynecology & Obstetrics (OBGYN)

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Gynecology and Obstetrics

Position Title:

Residency/Fellowship Coordinator - Obstetrics and Gynecology

Job Family Group:

Professional Staff

Job Description Summary:

The Residency/Fellowship Program Coordinator collaborates with and provides administrative support to the Program Director, Program Administrator, Associate Program Directors, Chief Residents, and other program leadership, as well as the GME Office, to ensure compliance with all ACGME and Institutional policies and regulations.

The program coordinator is an instrumental member of the program leadership team, which is essential for maintaining the accreditation status. The program coordinator is responsible for a wide range of administrative responsibilities, including but not limited to recruitment, compliance, onboarding, offboarding, educational support, event planning, and scheduling. The position is essential in training program operations and is a primary resource for learners, faculty, and administrative staff.

Job Description:

Accreditation

• Plan and prepare the annual Program Evaluation and Clinical Competency Committees meetings, including the scheduling, material distribution, reporting, and tracking of action items from meetings, as well as recording attendance and minutes.

• Ensure required reports are submitted to the GME and ACGME by the required deadlines.

• Review the Annual Web ads and update program information prior to the program director. Collect and update faculty and trainee information and ensure all recommended changes have been incorporated by the deadline.

• Submit requested accreditation-related data to the GME, ACGME, or institution as requested.

• Ensure that any program changes requiring GMEC approval are documented and submitted to the GME office.

Recruitment

• Coordinate recruitment activities for the program.

• Work with the program director to update and prepare information for interested applicants.

• Review and distribute information regarding applicants.

• Arrange all interview day logistics, including confirming acceptance of appts for interviewees and interviewers.

• Distribute interview day packets to both groups, post surveys, and follow-up information.

• Organize materials and meetings necessary for ranking and matching residents.

• Work with the program director to update NRMP match information (or equivalent system) and enter the rank list.

Onboarding

• Communicate with incoming residents on important dates and events regarding their new appointments.

• Oversee all activities for incoming residents each year, including licensing, certifications, purchasing needed equipment, and arranging workspace.

• Work with the GME office and matched residents to ensure the timely submission of all documents, including agreements.

• Organize the “in program” schedule and welcome events to align with GME orientation.

Schedules/Rotations

• Create the annual and/or clinic rotation schedule in partnership with the program director and/or Chief Residents.

• Obtain approval by the GMEC for any rotation changes regarding duration, location or educational rationale.

• Work with program director and other residency coordinators to develop rotation schedules for residents which meet curriculum requirements of the RRC and ACGME.

• Create and manage schedules in QGenda and review resident clinics created in Epic for accuracy.

Evaluations

• Manage active evaluations through regular review for compliance and accuracy of the evaluation tool in accordance with ACGME requirements.

• Responsible for coordinating evaluation review and delivery process of the residents and teaching faculty.

• Assist with scheduling semi-annual evaluations and preparing necessary paperwork; send calendar appointments and reminders of appointments; prepare forms/reports for program advisors; file necessary forms in the resident training file.

• Prepare aggregate faculty evaluations by trainees and distribute the evaluations to the program leadership as needed.

Conferences

• Assist with daily conference administration and logistics, as necessary: order/setup of food, setup conference sign-in/EEDs machine, assist speaker with AV needs, load presentation, set up I-Clickers (audience response system), etc.

• Assist with weekly Grand Rounds administration, as necessary: e-mail correspondence to speakers/coordinators for all appropriate paperwork; attend all Grand Round Conferences to help sign in students, residents, faculty, and guests, along with handing out evaluations.

• Set up EEDs machine, I-Clickers, etc., post meeting notices on bulletin boards.

Compliance/Testing

• Responsible for ensuring accurate leave times are recorded in MedHub and Workday along with any necessary paperwork required.

• Support the program in the preparation and administering of In Training exams and Board Prep exams.

• Administer operating details of educational programs. Handle correspondence from agencies requesting verification of residency. Provide the Dean's office with resident information. Compile data. Maintain and regulate access to residents' files.

• Support the program director in managing the program budget, processing reimbursements, travel, purchasing, and repair/maintenance requests.

• Acquire either a notary or a university seal when required. Process archival of dated resident training files (catalog electronic files, prepare for offsite storage). Maintain resident training files. File appropriate documents.

• Ensure that the PLAs are updated, signed, and stored in the program’s information files.

Reports and Presentations

• Work with the chair, program director, and other residency coordinators to prepare reports and complete surveys about the residency program requested from the University.

• Assist in the preparation of documents for RRC.

Graduating/Alumni

• Plan graduation activities with the program director and coordinate the logistics of events with the planning team. (Gifts, food, speakers, location, guests, etc.)

• Ensure graduating trainees complete task list transition items, including forwarding information.

• Complete documents for former residents. Submit forms for certificates and verifications from hospitals and insurance companies, and answer surveys and questionnaires regarding former residents.

• Conduct alumni surveys as needed.

• Engage alumni in program events and information as appropriate.

Other Duties

• Manage faculty information and data as needed.

• Website and social media management and updates.

• Event planning for the program as needed (resident social events, welcome events, research and speaker events).

• Plan GME and Coordinator Council Training events and meetings as required.

• Complete visiting trainee requests and documentation.

• Management of payments and purchase documentation for accounting purposes.

• Perform other duties as assigned.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications

Work Experience: 4 years of relevant work experience. Education may be substituted for experience on a year for year basis.

Preferred Qualifications

Education: Associate’s degree.

Work Experience:

• Five years’ experience in an academic setting.

• Experience with medical terminology and surgical residency programs.

• Experience in ERAS, ACGME, MedHub, C-TAGME, Workday and Qgenda.

Skills

• Interpersonal skills.

• Multitasking.

• Time management.

• Communication.

• Record-keeping.

• Organization.

• Computer skills.

• Confidentiality.

Required Documents

• Cover Letter

• Resume

Comprehensive Benefits Package:

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:

$26.13 - $39.20

Minimum

$26.13

Midpoint

$32.67

Maximum

$39.20