Description
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Closing Date:
Type of Position: Instructional Development
Job Type: Regular
Work Shift:
Sponsorship Available:
NoInstitution Name: University of Arkansas for Medical Sciences
The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.
UAMS offers amazing benefits and perks (available for benefits eligible positions only):
- Health: Medical, Dental and Vision plans available for qualifying staff and family
- Holiday, Vacation and Sick Leave
- Education discount for staff and dependents (undergraduate only)
- Retirement: Up to 10% matched contribution from UAMS
- Basic Life Insurance up to $50,000
- Career Training and Educational Opportunities
- Merchant Discounts
- Concierge prescription delivery on the main campus when using UAMS pharmacy
Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button.
The University of Arkansas is an equal opportunity, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.
Persons must have proof of legal authority to work in the United States on the first day of employment.
All application information is subject to public disclosure under the Arkansas Freedom of Information Act.
At UAMS we value Diversity, Equity and Inclusion.
For general application assistance or if you have questions about a job posting, please contact Human Resources at askrecruitment@uams.edu.
Department: COM | GME Office Staff
Department's Website:
Summary of Job Duties: The Graduate Medical Education (GME) Program/Affiliate Coordinator works to ensure that all processes and procedures related to the coordination of visiting residents are managed in a timely and efficient manner. The GME Program/Affiliate Coordinator will manage the day-to-day operations of the Transitional Year residency program and contribute to the success of the program through the support of the program director in accreditation efforts, educational programming, and support of residents. The GME Program/Affiliate Coordinator serves as a liaison between program and trainees, faculty, staff, hospital administration as well as internal and external departments. The GME Program/Affiliate Coordinator is a member of the COM GME Office's team and as such should develop a unique knowledge of the Accreditation Council for Graduate Medical Education (ACGME) requirements, policies, and procedures. The GME Program/Affiliate Coordinator will serve as a backup for the GME Administrative Assistant.
Qualifications:
- Bachelor's degree plus three (3) years of project management or office coordination experience required or
- High School diploma/GED plus seven (7) years of project management or office coordination experience required.
Additional Information:
Responsibilities:
Visiting Rotators Coordination
Collaborate with external GME programs particularly those in the state of Arkansas to provide training and education regarding the UAMS onboarding process required for all visiting residents.
Track and manage accurate documentation, ensuring appropriate signatures are obtained and that all UAMS systems are enabled and ready for visiting resident to operate on their first day of rotation.
Work with program coordinators from external GME programs to gather a yearly rotation schedule in partnership with UAMS residency programs.
Communicate with UAMS residency programs regarding any updates to visiting resident schedules.
Develop and maintain positive working relationships with those UAMS departments/offices such as HR, IT, Creative Services, and Parking, and with participating sites, such as ACH and the VA, that provide assistance to the visiting resident onboarding process.
Obtain rotation approval from participating sites, such as ACH, and ensure that visiting residents meet partner sites' requirements for onboarding.
Coordinate with visiting residents' home program to ensure that visiting residents have required training on UAMS/ACH systems, such as EPIC.
Serve as the primary point of contact for external GME program coordinators and visiting residents for assistance in resolving issues prior to, during, and after rotations.
Develop quality improvement actions to ensure that internal and external processes are streamlined. Assist internal COM GME programs in processing on-site rotations.
Non-Standard Training Recognition Program Coordination
Serve as primary contact for any UAMS program that meets the criteria as an ACGME Non-Standard Training (NST) program.
Ensure that each program meets ACGME NST requirements.
Works with GME Accreditation Manager on issues of accreditation as related to NST programs.
Project Support
Support special projects such as GME Orientation, Thank a Resident Day, and other GME events through planning, oversight, and management of projects in partnership with appropriate GME staff. Serve as primary backup for Executive Assistant to Center of GME Director and Associate Dean for GME, when needed, to include telephone support, meeting scheduling, procurement, and travel.
Serve as support for special projects. Provide support to GME staff as needed.
Provide GME customer service to residents, program staff/leadership, and other GME office customers as needed.
Collaborates with the Program Director to ensure that the program meets or exceeds all accreditation requirements.
Management of ACGME Accreditation Data System (ADS), also known as ADS, to include: Resident Roster, ADS Annual Update, Milestone Evaluations, Resident and Faculty Surveys, and Case Log Reporting, if applicable.
Participates in the development and management of program improvement plans in response to ACGME Notification Letters/Citations/Areas for Improvement.
Participates in the development and management of the UAMS College of Medicine (COM) GME Annual Program Evaluation.
Is actively involved in the data collection and analysis as well as the written evaluation of the program for the UAMS GME Annual Program Evaluation process.
Develops, reviews, and updates program-level policies to be current with ACGME and/or GME requirements on an annual basis.
Prepares for ACGME Self-Study process and subsequent Site Visit.
Gathers and presents data and documentation for both the Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) as outlined in program requirements and/or directed by GME and the Program Director.
Staff meetings of PEC and CCC as directed.
Assists with the creation and oversight of educational curriculum and activities such as Didactic Conferences, Journal Club, Board Prep, etc.
Provides administrative supervision and support to residents/fellows.
Tracks, reports, and ensures compliance with policies and procedures.
Compiles monthly billing reports for submission to the Housestaff Office.
Manages and implements processes for specialty-specific trainee exams.
Oversees program's budget and purchasing processes.
Plans and implements annual events including graduation, retreats, and various meetings.
Staff and support didactics, lectures, and resident conferences.
Manages processes for visa requests.
Manages program activities related to resident selection and onboarding
Develops and implements processes for resident candidate recruitment and selection.
Manages online residency programs, such as the Electronic Residency Application Service (ERAS), the National Resident Matching Program (NRMP), the AMA Residency and Fellowship Database (FRIEDA), and other relevant data sources.
Manages the onboarding process for incoming residents advancement process for continuing residents and checkout process for exiting residents.
Oversees department-level trainee orientation.
Maintains and updates the program website throughout the year. Creates program's promotional materials.
Residency Management Software
Ensures that the program utilizes the New Innovations software to include annual program activities: creation of personnel files, onboarding, resident schedules, evaluations for residents, faculty, rotations, etc., and advancement.
Pulls data from New Innovations for Clinical Competency Committee meetings, Program Evaluation Committee meetings, resident advisor meetings, and program director meetings, when applicable.
Tracks resident duty hours as defined by ACGME Common Program Requirements and program specific requirements.
Provides New Innovations reports (duty hour, evaluation compliance, milestone reporting) to the program director as requested.
Maintains and updates Program Letters of Agreement for participating sites, which are housed in New Innovations.
Uploads current program policy handbook on an annual basis.
Record Keeping and Maintenance
Maintains resident files to include: residency program processes, records, and evaluations to include visa requirements and/or Educational Commission for Foreign Medical Graduates (ECFMG) documentation, as applicable.
Follows procedures for monthly billing.
Facilitates verification of training process for past trainees.
Verifies resident progress through the program for board eligibility and completion requirements.
Perform other duties as assigned.
Salary Information:
Required Documents to Apply:
Optional Documents:
Special Instructions to Applicants:
Recruitment Contact Information:
Please contact askrecruitment@uams.edu for any recruiting related questions.
All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS
Please do not send to listed recruitment contact.
Pre-employment Screening Requirements: No Background Check Required
This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity. The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law.
Constant Physical Activity: N/A
Frequent Physical Activity: N/A
Occasional Physical Activity: N/A
Benefits Eligible: Yes
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