The Alliance Institutional Coordinator is responsible for the daily administrative support and activities of the Alliance GME Office to ensure adherence with accreditation requirements and training site compliance.
The Institutional Coordinator serves as a liaison between the Alliance Phoenix GME office and Creighton Omaha GME Offices, Phoenix-based Program Coordinators, as well as residents and fellows.
Assists with the reporting of information to internal and external groups, supports resident logistics for two primary training sites, and leads the planning and execution of GME related events such as new resident onboarding, orientation, and the Graduate Education Committee.
Essential Functions & Responsibilities:
- Maintains master calendar for all Creighton Alliance GME-related meetings and events. Partners with the site-specific Institutional Coordinators at each major teaching site to secure meeting space, catering (if needed), A/V confirm scribe and meeting material prep.
- Leads the coordination for Alliance housestaff-wide curriculum events/lectures (live and virtual formats).
- Assists scheduling and coordinating ACGME site visits in collaboration with the GME team.
- Leads the annual coordination for new Alliance housestaff orientation, including agenda setting, speaker confirmation, room reservation, catering requests, and vendor scheduling.
- Administrative lead for monthly Alliance GEC meeting. Secures content for material presented, hand-outs, etc. Records accurate attendance and takes minutes.
- Facilitates the completion and collection of residency verification from programs for graduating/departing residents and fellows each year.
- Lead point of contact to respond to and/or manage flow of verification documentation from credentialing agencies.
- Initiates and manages the annual housestaff reappointment documentation process. Creates timelines and works closely with Program Coordinators to meet deadlines and follow institutional policy on reappointment process.
- Initiates and manages the graduation and departure process for all housestaff graduating and/or otherwise departing their program to ensure institution specific items and access are closed out as appropriate. Orders and distributes graduation certificates appropriately.
- Partners with program coordinators and compliance at major teaching sites to ensure documentation is in place prior to resident/fellow start and/or promotion to next postgraduate year, including state resident licensure requirements.
- Assist program coordinators with the input of information and the upload of documentation in New Innovations as needed. Data input into other systems, as required.
- Responsible for working with vendor(s) for the creation and design of the GME Housestaff marketing materials and graduation certificates annually.
- Builds and maintains rosters annually for distribution/communication to Alliance hospital partners.
- Leads the collection/maintenance of data related to graduating residents/fellows employment after training.
- Provide routine support to the GME Office to include: Receiving and screening telephone calls and visitors. Assists in database entry, copying, filing and reviews incoming mail. Generates and/or reviews correspondence ensuring correct grammar, word choice, spelling and punctuation without altering messaging. Routes email requests/inquires as appropriate.
- Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.
- Bachelor’s Degree or equivalent combination of training a progressively responsible experience that results in the specialized abilities to perform work assigned.
- 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;
Management experience is a plus;
Ability to coordinate and organize meetings and/or special events;
Strong interpersonal and written 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 coordinate and 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.