Coordinator II Residency Training Program, Anesthesiology-Administration

Minimum Qualifications:

• Associate's degree or equivalent. 3 years related experience.

Job Description:

To perform a wide variety of professional duties in the management of all medical and House Staff programs.

Job Duties:

• Performs any related duties required to maintain efficient operations of the Anesthesiology Residency Program.  
• Collaborates with the Program Manager and the Program Director to assure that the program meets or exceeds accreditation requirements 
• Knows the current ACGME program requirements 
• Organizes and maintains residency training files 
• Assists with the preparation of documentation required for accreditation (Annual Program Evaluation, Semi-Annual Evaluations, Milestones, WebADS updates) 
• Manage and coordinates accreditation site visits 
• Maintain web-based ACGME surveys 
• Maintain ongoing communications with the GME office 
• Maintain evaluations and monitoring of Duty Hours through New Innovations 

Collaborate with the Program Director and APD on didactics
 

• Schedule and compile semi-annual evaluations 
• Compile data for CCC meetings and take minutes 
• Coordinate monthly Well-Being Conferences. Assists in the ongoing management of the GME program budget 
• Maintain the Resident Development Fund which includes processing orders, reimbursements, and monitoring the budget.  
• Tracking of programmatic expenses  
• Oversight of the recruitment budget 
• Coordinates and processes fellow and faculty travel requests, arrangements and reimbursements, as well non-PO vouchers and internal billing requests, ensuring compliance with current UTMB Guidelines.  

Onboarding And Compliance

• Monitor and assist new fellows with the on-boarding process through New Innovations 
• Assist fellows with new and renewal visas as needed 
• Schedule trainees for credentialing courses (ACLS/BLS/EPIC) 
• Follow-up with trainees on annual compliance training and other compliance (TB/ Flu) as needed 

Coordinate Training Schedules

• Work with the Program Director and Associate Program Director to compile the master training schedule each year. 
• Maintain updated schedule through New Innovations 
• Compile/distribute on-call schedules and update in AMCOM 
• Organize, manage, and schedule program related activities to include conferences, vacations, rotations, mandatory workshops, journal clubs, M&M, orientation, retreats, and other residency related conferences and meetings. Coordination and confirmation of the planned activities; distribution of conference material; entry of attendance into New Innovations database. 

Coordinate Residency Recruitment and Interviews
 

• Manage residency applications through ERAS and work with the PD to screen applicants  
• Work with PD to schedule interview dates and communicate with applicants to schedule interviews/itineraries 
• Organize interview days: creation of Teams room links, distribution of applicant files to faculty/fellows, monitoring of interview rooms each session 

Administrative Responsibilities

• Provide administrative support to the Program Director for GME related activities. 
• Provide administrative support to the fellows  
• Monitors time and attendance in KRONOS for fellows and residents 
• Monitory duty hours in New Innovations for fellows and residents 
• Providing timely training verifications 
• Serve as the program liaison with agencies and institutional departments. 
• Works in tandem with other Coordinators and Support Staff in the department filling in and covering other departmental areas as needed. 
• Answers phones and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communications in a timely manner.  
• Composes correspondence and memorandums in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure.  
• Performs miscellaneous clerical tasks, such as making copies, filing, faxing, and mail distribution.  
• The coordinator may be required to perform other reasonably related duties related to the Department of Anesthesiology.  

Preferred Skill/Competency

• Knowledge and experience working with Word and Excel spreadsheets  
• Familiar with PeopleSoft financials and Kronos Timekeeping System 
• Strong organizational skills 
• Possess excellent verbal, written, organizational and interpersonal skills 
• Ability to multi-task to support diverse areas within the administrative team 
• Experience working in a team environment 
• Prior residency training program experience is a plus 

Salary Range:
Commensurate with experience 
 

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.