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Under general supervision, this position is responsible for various administrative and clerical tasks to support the coordination of the Otolaryngology Residency Training Program, staff appointments, and Continuing Medical Education in the department. Also performs various administrative and clerical tasks to support assigned physicians.PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:General AdministrationWorks with Program Leadership to maintain and distribute a residents handbook which will include departmental specific policies, procedures and informationProcesses and tracks GME resident reimbursements for qualifying educational costsLiaises with appropriate campus offices, teaching locations, and affiliated hospitals on behalf of program needsCoordinates and administers in-training examinations for residentsTracks and verifies residents vacation, personal days and sick timeSupports Assistant Director of Education to ensure that resident payroll (Kronos) is accurate and processedCoordinates and distributes resident rotation, on-call and didactic schedules through various communication channels and to appropriate stakeholdersCoordinates all medical school rotations and clerkships through Visiting Student Learning Opportunities (VSLO). Graduate Medical Education CoordinationPlans and schedules new residents departmental onboarding, orientation and ensures that all residents are appropriately appointed to the program (i.e. appropriate visas, medical school appointments, licensure and malpractice insurance are in place)Oversees advancement process for continuing residents, including but not limited to renewal of contracts, and if applicable, renewal of visasCoordinates all aspects of resident graduation including final summative evaluations and mandatory checkout processCounsels current and incoming residents on such issues as scheduling, specific rotation requirements, annual and sick leave, benefits, policy and procedures, survival skills, etc.;Coordinates all the departmental educational lecture series. Facilitates the planning of topic areas for the academic year. Seeks out appropriate speakers from the regional and national medical community. Organizes teaching materials to support the aforementioned, including weekly resident lectures, monthly basic science programs, visiting professorships, and grand rounds and resident research day.Completes and distributes both the monthly conference schedule and Grand Rounds in conjunction with the Chief Resident.Performs regular surveys of residents and students to solicit feedback on the departments educational programs. Analyzes data and presents results to the appropriate education committees with recommendation for improvement.Schedules BI-annual mock boards and in-service examinations. Proctors all required in-service exams.Resident Recruitment CoordinationAssists Program Director (PD) with all aspects of annual National Resident Matching Program (NRMP) processUses ERAS software to manage residency application process and compile reports as necessaryCoordinates all resident interviews and communication with applicants as necessary and appropriateAssists the PD in submitting the rank order list to the NRMPProcesses requests and inquiries for information/material about the residency program from potential residentsAccreditation & Compliance CoordinationAssists PDs with completing/updating annual program information for professional organizations and accreditationSchedules semi-annual individual resident meetings with PD, Clinical Competency Committee (CCC) meetings and Program Evaluation Committee (PEC) meetingsAssists PD with preparation of Annual Program Evaluation (APE) and WedADs updates.Maintains Resident and Core Faculty scholarly data logMonitors trainees work hours and compliance, runs monthly duty hour violation report and reports violation and action plan to the GME officeEnsures New Innovations data is accurate and completePrepares New Innovation reports for the PD: summative evaluation, faculty evaluation compliance, case logs, procedure logs, and duty hoursProcesses training verification requests for residents and fellows related to training programs and enrollment dates, malpractice claims history, and stipends for incoming trainees.Maintains individual resident training filesCreates accurate Program Letters of Agreement (PLAs) per ACGME and institutional guidelines, collects signatures, and submits to GME for review and finalization.Coordinates and ensures resident/fellow compliance with required training certifications
