GME Program Coordinator

STATUS: Full-time LOCATION: Riedman Campus DEPARTMENT: Medical Education SCHEDULE: Day shift SUMMARY Coordinates activities and functions of a designated program to ensure that goals and objectives specified for the program are accomplished in accordance with established priorities, time limitations, funding limitations or other specifications. Responsibilities may include hiring, training, coordination, solicitation and scheduling of projects, development and implementation of team member training programs, ongoing project management, and may supervise team members in conjunction with leader. This position is in the Graduate Medical Education office, hybrid at Riedman Campus with ability to work remote but must be located in Rochester as requires 2 days in office and occasional trips to residents/ student spaces at local hospitals. Well versed in Microsoft Excel and Word, previous experience in education desired. ATTRIBUTES + Desired AttributesExcellent verbal and written communication skills highly desired. Minimum Qualifications:Bacheloru2019s degree in field related to assigned area preferred.Demonstrated project and people management ability highly desired.Experience in administrative / coordinator capacity preferred. One year supervisory experience preferred. Clinical Laboratory Technology Program:u2022 Bacheloru2019s Degree preferred.u2022 1 year of administrative support; preferably within academic admissions. For respiratory therapy: Two years of rehab experience preferred. Required Licensure/Certification Skills:For respiratory therapy: Registered Respiratory Therapist w/RRT credential, with NYS licensure. Rochester General Health System is an Equal Opportunity / Affirmative Action Employer. Minority/Female/Disability/Veteran RESPONSIBILITIES u2022May coordinate, monitor or supervise the activities of team members.u2022Develops and recommends new or revised program goals.u2022Develops and schedules program work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities.u2022Monitors program expenditures ensuring that budget allocations are not overspent.u2022Confers with and advises team members on problems solving assistance, answers to questions and program goals and policy interpretation; refers to appropriate department person when unable to respond.u2022Coordinates activities of program with inter-related activities of other programs or departments to ensure optimum efficiency and compliance with appropriate policies, procedures and specifications.u2022Evaluates program effectiveness to develop improved methods; devises evaluation methodology and implements; analyzes results and recommends and/or takes appropriate action.u2022Develops, compiles and writes communications and promotional literature for distribution.u2022Develops and implements a plan for the recruitment, hiring, orientation, and ongoing development of team members.u2022Manages the day to day operations of the program which includes conducting meetings, providing leadership to the quality improvement process, promoting open communications and resolving day to day problems and concerns of team members and/or customers.u2022Ensures that policies and procedures of the program are in compliance with all regulatory and hospital standards and that staff understand and implement these policies and procedures in a consistent fashion.u2022Ensures effective communication within the program, the department, the hospital, and in the community. For mental health: u2022Serves 50% of the time as a primary therapist according to all duties and responsibilities of the primary therapist job description.u2022Ensures that the program meets the needs of consumers through an ongoing process of development that includes assessment, planning, and the implementation of plans.u2022Ensures that the number of budgeted visits for the year is being met on a weekly and monthly basis, and that expenses which are delegated as a program responsibility are within the limits of the budget.u2022Participates in peer review process and utilizes quality improvement measures to increase quality and reduce cost. Residency Program:u2022Data/Information Management. Maintains e-value resident database with demographic and schedule information. Maintain and update Program Policy and Procedure Manual; assure that all required policies are included and up to date. Maintains file information for alumni training verification requests. Completes WebAds, FREIDA and other national surveys with accurate program information. u2022Evaluation: Assists program director in completing the semi-annual evaluation process. Maintains the e-value system for 360u00b0evaluation of the residents, assuring that the appropriate evaluation form is available electronically and the evaluators are notified of their availability. The coordinator schedules appointments for the semi-annual evaluations, the graduating chief residentsu2019 final evaluation and assures that appropriate documentation is maintained in the residentu2019s file. Assures that evaluation of the program and faculty occur at least annually. Provides quality data to Medical Director semi-annually for GMEC quality report. u2022Resident Statistics: Provides weekly reports to the program director and every other month reports to the GME Committee. Assists the program director and residents to enhance knowledge of the system.u2022Recruitment. Provides support to the program director for the recruitment process for the Residency Program using the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP). Coordinates the applicant interview days and ranking of applicants.u2022Site Visits: Coordinates documentation preparation for ACGME site visits and prepares schedule for day of site visit. Assists Office for Graduate Medical Education with New York State work hour audits as appropriate. u2022Performs other duties as assigned. Physician Services Program:u2022 Data/Information Management. Program Administrator for Physician Services CRM database with Physician contact and practice account information. Maintain and update Program Policy and Procedure Manual; assure that all required policies are included and up to date. Maintains file information for all Physicians information and background checks.u2022Liaison with Community Resources to maintain relationships and ensure current information on the Rochester and surrounding Community.u2022Develops and maintains relationships with Residency Coordinators across the Country and National Physician Associationsu2022Recruitment. Provides support to the Physician Recruitment Leader and OnBoarding Manager for the recruitment and onboarding process for RGHS. Coordinates travel and visit arrangements for Physician candidates and Families, tailoring to unique specifications of each candidate visit. Coordinates the applicant interview day and monitors process during visit.u2022Site Visits: Coordinates documentation preparation for ACGME site visits and prepares schedule for day of site visit. Assists Office for Graduate Medical Education with New York State work hour audits as appropriate. u2022Manages the office inclusive of triaging physician and customer telephone calls, assisting internal and external customers inclusive of Chiefs, Sr. Leadership, Secondary Service, Market Partners, RIT affiliations, Private Physician Offices. u2022Manages expense and invoice processing for Physician Services programu2022Creates and responsible for accuracy of Physician Recruitment related reports. Physician Engagement - Onboarding:- Provides support to the Physician Engagement Director , physician recruitment marketing advisor, Onboarding Managers and physician liaisons. - Assists with onboarding itineraries as needed.- Manages expense and invoice processing for Strategic Communications & Marketing Department.- Creates and responsible for accuracy of Physician Engagement Onboarding related reports. - Work with Physician Engagement team members to provide project management support for various recruitment, onboarding and outreach initiatives, managing projects independently at times. Assisting with tactical implementation of physician recruitment marketing campaigns, ordering of collateral for outreach initiatives For Nurse Recruiting:u2022 Facilities site visit, which may include but not limited to travel arrangements, lodging, meals and itinerary. Assist with candidate reimbursement process for incidental expenses incurred.u2022 Schedules campus tours for out of area nursing students u2022 Builds and manages internal candidate database in workday.u2022 Owns requisitions for nursing programs: Excel, Explorer and ED fellowship, for each recruitment cycle. u2022 Creates offer letters for Excel nursing interns to move into RN roles. Tracks accepted offers. RGH College of Health Careers:u2022 Responsible for the collection and verification of data for accrediting bodies such as ABHES / ACEN u2022 Responsible for the collection of data as a key holder of IPEDSu2022 Responsible for the academic calendar of the PN program and RN programu2022 Responsible for building courses/assignments/grades following syllabi under time restrictionsu2022 Coordinating studentsu2019 onboarding schedule and facilitating the onboarding program with scheduling along with third party vendors.u2022 Coordinating studentsu2019 graduation schedule and facilitating graduation ceremony items like program, awards, plaques, graduates pin, diploma holders, photographs, etc u2022 The account holder and main contact for third party vendors to facilitate uniform ordering, print shop, Schoology, Examsoft, Orbund, ATI, Grammarly, Zoom, Nurse Tim, FA Davis, Screen reader, etcu2022 Responsible for ATI capstone, Live review, virtual ATI, etc u2022 Adjusting studentsu2019 software according to their accommodations per counseloru2019s requestu2022 Assigning faculty, staff, and students to the college of health careersu2019 software accordinglyu2022 Troubleshooting school related technology/software issuesu2022 Assigning and connecting Advisors and Counselors to studentsu2022 Responsible for NYS education department registration including guiding students with misdemeanor recordsu2022 Providing studentsu2019 clinical placement data and immunization records through In-Place Networku2022 Responsible for tracking and submitting work orders for office supplies, lab equipment, and IGH building issues through Office Depot and Lawsonu2022 Played a key role in transitioning from in-person to online learning since the start of the COVID pandemic in 2020u2022 Responsible for correspondence as directed by leadership Clinical Laboratory Technology Program:u2022 Support the admissions process; coordinate college campus visits and student tours, receive admission applications, arrange admission interviews, assist with student communications, and maintain student roster. u2022 Responsible for the academic calendar of the CLT Program; coordinates students orientation, class schedules, clinical rotations and graduation schedule. u2022 Ensures academic materials are current and accessible on third-party platforms. u2022 Serve as a point of contact for students/alumni; support student engagement activities in coordination with the Program Director.u2022 Coordinates with the Program Director and CLT Instructors.u2022 Assists with analysis and reporting of student outcomes and placement data.u2022 Responsible for tracking and submitting work orders for IT issues, office supplies, lab equipment and other needs to support faculty and students.u2022 Provides administrative support to the CLT Program as required.u2022 Assist in process improvement. Responsibilities may vary depending on assigned department EDUCATION: LICENSES / CERTIFICATIONS: PHYSICAL REQUIREMENTS: S - Sedentary Work - Exerting up to 10 pounds of force occasionally Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements. Any physical requirements reported by a prospective employee and/or employeeu2019s physician or delegate will be considered for accommodations. PAY RANGE: $62,400.00 - $75,000.00 CITY: Rochester POSTAL CODE: 14617 The listed base pay range is a good faith representation of current potential base pay for a successful full time applicant. It may be modified in the future and eligible for additional pay components. Pay is determined by factors including experience, relevant qualifications, specialty, internal equity, location, and contracts. Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.

Created: 2026-04-04