Job Summary

Under general direction, the Residency Program Associate is responsible for assisting the Residency Program Specialist and Program Faculty or central GME office leadership with duties in compliance with the Accreditation Council for Graduate Medical Education (ACGME) guidelines and/or other accrediting bodies. Associate assists in the coordination of recruitment season efforts, annual orientation, graduation, educational conferences/meetings and visiting resident rotations. Additionally, associate will maintain routine documentation including updates to graduate medical education databases such as New Innovations and ACGME WebADS; process routine accounting and travel paperwork; and provide overall administrative support.

Responsibilities

• Provides general administrative support to Residency Program Specialist and program leadership or central GME office leadership including copying; filing; faxing; online document management and data entry. • Provides administrative coordination to Residency Program Specialist or GME office staff to include organizing program calendars, scheduling meetings, attending meetings as required and collecting various committee meeting minutes and related project materials, drafting correspondence, taking and responding to phone messages/emails. • Manages visiting resident rotations including all required onboarding paperwork and processes. • Manages program or institutional level accounting functions including resident/fellow/faculty travel requests and reimbursements; purchase orders; check requests; and tracking of recruitment/graduation expenses. • Maintains routine administrative paperwork, including spreadsheets with information about incoming/ departing residents, entering resident schedules/lectures/recording attendance in New Innovations. • Coordinates program level or institutional level meetings and events. Schedule and prepare meeting rooms (in person or virtual), distribute agendas, take minutes, set-up AV equipment, and/or catering. • Tracks status of critical documentation with an expiration date and/or time sensitive deadlines including licensure, certifications, educational modules, employee health requirements and/or medical records documentation and works with residents/fellows for timely completion. • Conducts recruitment, orientation and graduation activities including logistics such as catering, printing, awards, agendas, invitations, and room reservations. • Arranges and executes in training resident exam logistics. • Supports and serves as back-up for Residency Program Specialist or central GME office leadership with other administrative duties as needed.

Knowledge, Skills & Abilities

Education 

• Associate's Degree (Required) Experience: 4 years of relevant administrative experience (hospital or higher education setting preferred.)

Experience: 2 years of relevant administrative experience (hospital or higher education setting preferred.)

Substitution : High School/GED and 4 years of administrative experience.

Credentials 

Work Schedule: Days

Status:  Full Time Regular 1.0

Location: Chesterfield Bldg 4-Center for Learning & Research

Location of Job: US:WV:Charleston

Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org