The Creighton Arizona Health Education Alliance is currently recruiting a Program Coordinator to support the Emergency Medicine Program. The Program Coordinator is responsible for the operational and financial management of the designated GME training program. In collaboration with the Program Director and reporting to the GME Manager, the position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.
In partnership with the Alliance GME Office, the Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.
Essential Functions & Responsibilities:
• Provides support and meets regularly with the Program Director concerning program management and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director and GME Manager for improvement. May assist in program-level policy development.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Provides both administrative supervision and support to residents/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, external rotations, etc.
• Oversees department-level trainee orientation.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office.
• With the GME Office, tracks, reports, and ensures compliance with procedures regarding licensing, annual contracts, and initial and re-credentialing of trainees.
• Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Maintains databases in accordance to established common database protocols with resident and faculty data, including New Innovations.
• Manages the evaluative processes of the trainees, program, faculty, and rotations.
• Develops and distributes call schedule.
• Oversees all purchasing for the office/program. Assesses equipment acquisition and training needs, and makes recommendations to the Program Director and GME Manager. Orders equipment and supplies for the training office.
• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
Creates and/or maintains external program advertising/media through websites, brochures, postcards,
publications and other such media. Creates/edits annual publications regarding the program. Maintains
program’s website content.
• In applicable programs, maintains the ERAS database (Electronic Residency Application System) and
oversees its processes during the Residency Recruitment season.
• Performs all Match responsibilities and corresponds with newly matched residents about requirements
and process for appointment to the hospitals. In applicable programs, assists with quota review and
rank list entry and certification in NRMP (National Residency Matching Program).
• Assists GME office to tracks and processes paperwork for visa requests, in conjunction with the
Registrar and International Office.
• Verifies trainees’ status and activities as needed.
• Assists in the preparation for ACGME Self Study, Site Visits, and internal/special reviews.
• Assists in monitoring residents’ duty hours and operative/case experience via regular review of data
• Provides administrative supervision and guidance to residents regarding administrative issues, due
dates, and deadlines.
• Receives inquiries from residents and applicants and triage as necessary to others within the
department or in other hospitals.
• Works with GME Manager to ensure accuracy of budget statements and assists with yearly residency
budget. Responsible for recurring purchase orders for the residency program, processing all check
requests, and paying bills associated with the program’s activities.
• Performs other duties as assigned.
Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or
• Excellent written and verbal communication skills.
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
• Ability to make decisions independently or to escalate issues as needed.
Knowledge, Skills, Abilities:
Ability to make administrative/procedural decisions and judgments;
Ability to coordinate and organize meetings and/or special events;
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community;
Ability to lead and train staff and/or students;
Knowledge of finance, accounting, and budgeting procedures;
Ability to gather and analyze statistical data and generate reports;
Ability to function effectively as a team member, while exercising independent and critical judgment;
Ability to prioritize work with multiple and conflicting demands in a deadline-oriented environment
Seeing: 75 – 100%
Hearing: 50 – 74%
Standing/Climbing/Mobility: 0 – 24%
Lifting/Pulling/Pushing: 0 – 24 % (pound: 10 lbs.)
Fingering/Grasping/Feeling: 75 – 100%
Exposure to Blood Borne Pathogens: No
Creighton University is committed to providing a safe and non-discriminatory educational and employment environment. The University admits qualified students, hires qualified employees and accepts patients for treatment without regard to race, color, religion, sex, marital status, national origin, age, disability, citizenship, sexual orientation, gender identity, gender expression, veteran status, or other status protected by law. Its education and employment policies, scholarship and loan programs, and other programs and activities, are administered without unlawful discrimination.
Regular, reliable attendance is an essential function and all employees are required to follow any other job-related instructions and to perform any other job-related duties as requested by their supervisor. Employees may also be required to work in excess of normal working hours as workloads and seasonal activities necessitate. Creighton University reserves the right to modify duties, responsibilities and activities at any time with or without notice.