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Office of Human Resources

East Tennessee State University

Coordinator (Residency Programs)

Title Code: 4725 - Level 9

Occ. Group: 

Coordinator (Residency Programs)

Expectations for All Employees

East Tennessee State University pursues its mission based upon core values. An employee's job performance must support and exhibit the university's core values:

PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential;
RELATIONSHIPS are built on honesty, integrity and trust;
of people and thought is respected;
is achieved through teamwork, leadership, creativity, and a strong work ethic;
is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.


Employees in this class are under general supervision. Work performed in planning, developing, organizing, coordinating, directing, and evaluating a wide range of administrative/technical support actions to insure attainment of departmental goals and objectives with regard to the department’s residency program; promoting positive public relations in all areas of departmental involvement; providing facilitation and serving as liaison with university faculty, administrators, students, and staff, and outside agencies; and performing other related work as required.

Characteristic Duties and Responsibilities

Maintains knowledge of regulations, policies, and procedures set forth by the following entities: ACGME, RRC, AAFP, ABFM, ETSU, ETSU College of Medicine, ETSU Graduate Medical Education, and ETSU Continuing Medical Education; and works with the program director and residents on notification of changes, additions, and clarifications to keep the program in compliance in order to maintain accreditation.

Assures timely and accurate completion of resident duty hours reports and provides accurate time sheet reports to the College of Medicine Department of GME; monitors compliance of ACGME Duty Hour Regulations, advises program director of violations, and provides reports as required to the department’s Division of GME and the College of Medicine Department of GME.

Handles resident leave request forms on a timely basis (per College of Medicine requirements); assures adequate resident leave balances and approval by chief resident(s) and residency program director prior to submitting forms to appropriate department GME personnel.

Facilitates RRC accreditation site visits, including preparation of Program Information Form, patient care and hospital statistics, all required documentation, and the organization of the visit’s activities as requested by the site visitor in conjunction with program directors.

Prepares and maintains all relevant confidential academic and administrative records for current resident physicians.

Oversees completion of Graduate Level of Responsibility Reports and/or Residency Credentialing Verification Letters.

Assists program director and faculty in the development and implementation of learning objectives, dependable measurement tools, evaluation forms, and modules which provide evidence of resident learning in the six ACGME competencies.

Builds and maintains effective relationships with community and hospital attendings and their offices; serves as a liaison between medical students and full and part-time attending faculty.

Administers and proctors the local annual ABFM In-Training Exam; receives and summarizes exam scores for review by program director; and coordinates and oversees remediation efforts.

Assists the AOA program coordinator with collecting and preparing data and paperwork necessary for AOA accreditation requirements.

Administers and proctors the local annual AOA In-Training Exam, and assists the AOA coordinator with local coordination and oversight of remediation efforts.

Prepares and implements AAFP, GME, FREIDA, and ABFM updates and surveys.

Develops, supervises, and distributes monthly rotation and elective schedules, monthly time logs, leave requests, call schedules, and calendars.

Generates and maintains daily office schedules for all residents and faculty in the residency program, cross-referenced with rotation and other responsibilities.

Works with program director to develop and coordinate new core and elective rotation sites, and provides information necessary for required letters of agreement with sites and preceptors to department GME Coordinator in a timely manner.

Develops, recommends, and coordinates residency-specific recruitment and marketing strategies.

Works with the department GME Coordinator to develop recruitment budgets established by the Director of GME and residency program directors. Oversees center specific post recruiting season survey process.

Consults and assists the program director on pertinent issues concerning resident selection, appointment, and reappointment to the program.

Oversees ERAS management for the residency program, and coordinates downloading of software and training for all ERAS end users in the residency program.

Oversees candidate interviews with faculty, residents, and staff.

Compiles data for program specific resident recruitment committee meetings and functions as an active member.

Coordinates program-specific decisions regarding recruitment fairs, health fairs, and conference attendance.

Assists and consults with the program director in responding to and resolving resident and program administrative issues.

Prepares verification for loan deferment requests, and letters of verification of training on behalf of the graduates, former trainees of the program, and current program residents.

Disseminates information regarding position opportunities for senior residents and the provision of all paperwork involved in securing the position to include letters of recommendation and verification of training paperwork.

Plans, develops, and oversees content updates and revisions to program specific residency brochures and specific portions of websites.

Maintains working knowledge of and regularly utilizes New Innovations for timely maintenance of the residency database; develops New Innovations templates to meet residency program needs; and trains New Innovations users at the local (residency) level.

Works with department GME Coordinator to communicate needs and coordinate scheduling of shared rotations and other curricular activities.

Coordinates annual Residency Program review.

Coordinates all center specific and hospital PGY I resident orientation activities.

Works with hospital in setting up/closing out incoming/departing residents.

Manages and reconciles residency program’s procurement card account.

Oversees and manages Resident Educational Resource Fund requests and disbursements.

Coordinates local resident activities (retreat, senior dinner, senior roast, picnics, and holiday parties), and supports annual department-coordinated graduation events.

Updates annual ADS to include coordinating information from hospital and department necessary to complete.

Coordinates training for PGY II and PGY III residents including ACLS, PALS, STABLE, and NRP in conjunction with the department when appropriate.

Coordinates and oversees month-long PGY II resident orientation.

Assists program directors with timely completion of resident summary letters.

Coordinates center specific OSHA training.

Monitors resident completion of GME Today, Challenger Training Modules, and other online educational resources.

Attends various meetings outside the residency program and department as needed.

Performs other duties as assigned.

Required Knowledge and Abilities

Knowledge of resident physician education and training requirements.

Knowledge of university and departmental policies and procedures.

Knowledge of computers, word processing, spreadsheets.

Ability to understand and implement accreditation guidelines.

Ability to function in a highly detailed environment.

Ability to prioritize.

Ability to make decisions independently while adapting to new situations.

Ability to handle difficult situation and tactfulness.

Ability to handle multiple projects simultaneously.

Ability to communicate effectively.

Ability to delegate work intelligently and effectively.

Ability to conceptualize, solve problems, make decisions, and accept responsibility.

Ability to meet deadlines and work effectively under pressure.

Ability to apply skills in accomplishing goals and objectives.

Ability to maintain confidentiality and professionalism with all associated duties.

Recommended Qualifications

Applicants possessing these qualifications have a good probability for success in this class. However, applicants not possessing these qualifications should apply if they believe their training and experience will enable them to perform the work successfully. Graduation from a standard high school including or supplemented by courses in general office practices; five years medical office experience required.

Date       Skill            Eval___ 
3/19/12    9           624131432

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position.

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