Program Coordinator

Program Coordinator For Internal Medicine Fellowships
Under the general supervision of the Program Director(s) and the Associate Dean for Graduate Medical Education, the Program Coordinator for Internal Medicine Fellowships is responsible for the administration of academic, administrative and leadership duties while providing professional support for Fellowship Program Directors. The position serves as a content expert and point of contact for ACGME Accreditation, program development, implementation, delivery and evaluation of resident/fellow educational curriculum. The position will participate in the development and revision of campus-wide/centralized training and/or departmental curricular policies and procedures in support of Medical Education Program Specialist and Medical Education Program Coordinators within Graduate Medical Education (GME). The Program Coordinator participates in long‑term planning.

Duties & Responsibilities

Provides professional support, assistance and offers advice to the Residency/Fellowship Program Director(s) and faculty.

Utilizes expertise in specialty specific requirements to establish procedures, specifications, priorities and required timelines to meet the operational needs related to the program.

Manages day‑to‑day office operations and resources.

Maintains currency in field and apprises faculty of accreditation requirement changes, policy updates, techniques, and innovations that may be used in planning, design, delivery, and evaluation of participants by faculty.

Recommends and implements improvements and policy changes to ensure accreditation compliance with all entities.

Maintain required accreditation and compliance information and documentation for ACGME, GMEC, Sub‑specialty boards, IRIS, Scholarly activity, alumni and resident/fellow portfolios.

Responsible for the supervision of Office Managers, assigns work and oversees support decision making for the programs.

Leads development of training materials regarding the accreditation standards, requirements, and timelines for the residency/fellowship programs for the training and mentoring of Office Managers in order to meet goals and objectives.

Management and oversight of the implementation and functionality of the New Innovations Resident Management (electronic system that houses educational data and confidential evaluations, and reports).

Serves as the trusted expert resource for support, team building, and collaboration for faculty, residents/fellows, staff, department, and outside agencies.

Coordinates Onboarding, Orientation and termination.

Oversees compilation and maintenance of Resident required documentation (contracts, license, visa, ECFMG, credentialing, resident files/portfolios, duty hours, procedures, leave submission, etc.).

Utilizes Resident Management System to track training and required data sets (New Innovations‑training and use of).

Ensures Mandatory compliance and training (rotations, institutional and programmatic policy, duty hours, surveys, leave requests, rotations, health, testing, medical records, etc.).

Assists and advises Chief Residents/Fellows with responsibilities mentoring and non‑clinical training as needed.

Tracks Resident Education Allowance and Travel expenses.

Alerts the Program Director of sensitive resident issues that may inhibit performance.

Exam preparation, compliance and proctor (USMLE or COMLEX, In‑training, and any subspecialty required exams).

Complies and analyzes data/information, evaluations and summarizes finding for performance indicators.

Makes recommendations for program improvement based on data analysis and assessments/interviews.

Assists in the development of initiatives to address program weaknesses, documented deficiencies, and scheduling conflicts.

Participates in the revision and updating of educational curriculum, curriculum schedules and policies as needed.

Maintain proposals and project budgets for program events and initiatives.

Minimum Qualifications

Bachelor's degree.

A total of one (1) year (12 months) in education, training and/or work experience in the area of specialization inherent to the position. (Note: Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)

Based on position requirements, additional education, training, and/or work experience in the area of specialization inherent to the position, may be required. Additional education, training and/or work experience in the area of specialization:

Preferred Qualifications
4 years of work experience as a residency/fellowship Medical Education Program Coordinator position preferred. Educational experience with medical students and/or residents/fellows desired.

Illinois Residency is required within 180 days of employment. Sponsorship for work authorization is not available for this position.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates.

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