The Education Coordinator reflects the mission, vision, and values of Northwestern Memorial HealthCare, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.
With oversight and direction from the Program Director, the Education Coordinator is responsible for the operational and financial management of an accredited/non-accredited medical education training program (fellowship, residency, and/or clerkship). The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.
The Education Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.
Responsibilities:
- Administration:
- Provides support and meets regularly with the program director concerning program management issues, activities, and the status of projects.
- Maintains databases with trainee and faculty data.
- Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems.
- Develops and distributes monthly/yearly schedules.
- Budgets & Financial:
- Works with business manager/director to develop, monitor, and report on the yearly training program budget.
- Responsible for recurring purchase orders for the training program, processing all check requests, and paying bills associated with the program’s activities.
- Assesses equipment acquisition and training needs and makes recommendations to the program director.
- Oversees all purchasing for the office/program, and orders equipment and supplies for the training office.
- May be responsible for management of grants awarded to individual trainees.
- Communication, Outreach & Recruitment:
- Performs all ‘match’ responsibilities.
- May assist with quota review, ‘rank list’ entry, and certification in the National Residency Matching Program.
- May maintain the Electronic Residency Application System database, and oversee its processes during recruitment season.
- Organizes meetings and prepares and distributes materials for conferences and lectures.
- Creates/maintains external program advertising/media through websites, brochures, postcards, publications and other such media.
- Creates/edits annual publications regarding the program.
- Maintains program’s website.
- Receives inquiries from prospective trainees and applicants and triages as necessary to others within the department, and/or in other hospitals or departments.
- Evaluation:
- Facilitates the evaluative processes of the trainees, program, faculty, and rotations.
- Identifies and evaluates the methods for improving workflow and cost effectiveness, and makes recommendations for improvement to the program director.
- Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
- Human Resources:
- Oversees department-level trainee orientation, and corresponds with new trainees about on-boarding requirements and process for appointment to the program and/or hospital(s). Verifies trainee status and activities as needed. May screen program applicants for compliance with prerequisites. Tracks and processes initial paperwork for visa requests.
- Program Development:
- Assists in the preparation for Accreditation Council for Graduate Medical Education (ACGME) site visits and internal reviews.
- May assist in program-level policy development.
- Understands the curriculum, educational goals, policies, and standards of the medical education program.
- Regulatory Compliance:
- Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
- Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, initial and re-credentialing of trainees.
- Assists in monitoring trainee duty hours and operative/case experience via regular review of data reports.
- Trainee Support:
- Provides both administrative supervision and support to trainees.
- Informs trainees of inter- and intra-departmental policy and procedure changes, with assistance from institutional offices (Graduate Medical Education).
- Coordinates trainee rotations and, as appropriate, observerships.
- Acts as a liaison between trainees and hospital administration.
- Establishes relationships and acts as a liaison to other hospitals, internal departments, and divisions regarding trainee recruitment, orientation, affiliation agreements, and external rotations.
- Manages materials for specialty-specific trainee exams, and may assist with proctoring exams.
- Supervision:
- Provides administrative supervision and guidance to trainees regarding administrative issues, due dates, and deadlines.
- May guide and train new coordinators, or administrative assistants.
- May hire temporary office assistance with business manager’s approval.
- May perform other duties as assigned.