Program Coordinator

About Us:
The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center is an independent, non-profit biomedical research organization located in Torrance, California. In dozens of laboratories throughout the campus, researchers are working to unravel the mysteries of heart and kidney disease, cardiac complications in newborns, chronic lung disease, skin cancer, sickle cell disease, disorders of the autoimmune system, and much more. Many of these projects are collaborative in nature, involving experts from different areas of specialization. Our discoveries have prevented blindness in newborns, enabled premature infants with fragile lungs to breathe and allowed children with rare, often fatal diseases to grow up healthy and strong.

Requirements:

• Bachelor's degree
• Experience in administration and/or office management in an academic healthcare setting. Desired experience with ACGME and other accrediting and regulatory bodies that affect resident and fellow education.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with absolute confidentiality.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint).
• Excellent organization skills with an ability to multitask and prioritize competing priorities.
• Must be comfortable working independently and in a collaborative team environment consisting of diverse
• populations of staff, faculty, resident/fellows and other administrative personnel.
• Must be able to adapt quickly to changes in work requirements and assignments in a proactive manner
• Strong critical and analytical thinking skills.

Responsibilities:

With oversight from the Program Director and Department Administrator, Medical Education, the Program Coordinator is responsible for the day-to-day administration of the ACGME residency/fellowship program(s). The Program Coordinator (PC) assists the Graduate Medical Education (GME) office and Program Director (PD) in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME accreditation standards and Institutional requirements. The PC functions as a liaison between the GME office, PD, residents/fellows, medical students, participating sites, and other departments. The PC will continually assess a wide range of programmatic issues including maintaining databases, communicating with faculty and trainees regarding a range of issues, and collaborating with the GME office to plan annual events including recruitment, orientation, graduation, faculty development events, and various program-related events.

Program Accreditation and Compliance

• Develop understanding of ACGME policies and procedures, including familiarity with the Common
• Program Requirements, Specialty-Specific requirements, and Institutional Requirements.
• Maintain all essential documents required for program accreditation and ensuring program faculty possess the appropriate credential indicated by the program’s Review Committee. This includes confirming that
• CVs containing a current list of publications and scholarly activity are logged in ACGME WebADS system as required by ACGME.
• Assist the PD in maintaining the program’s ACGME WebADS system; keep a working copy and make changes on an ongoing basis.
• Manage and coordinate ACGME site visits, including preparation of the site visit documentation. Along with the PD, help prepare program, faculty, and residents/fellows for site visit; arrangement meeting rooms;ensure required documents are available to the site visitor as requested; and serve as key participate in the site visit.
• Prepare Program Letters of Agreement (in coordination with GME office leadership) with participating institutions and training sites. Ensure agreements are revised as needed.
• Under the direction of the PD, preparing the documentation for the Annual Program Evaluation for submission to the Institutional Sponsor as part of the annual Institutional required, as required by ACGME.
• Administer New Innovations Residency Management System for the program(s), including maintaining resident/fellow demographic data; resident/fellow schedules, importing program and rotation goals and objectives; conferences attendance tracking; and ensuring timely completion of duty hour reports.
• Ensure residents/fellows submit case/procedure log data in appropriate systems as required by ACGME Review Committee.
• Distribution of required documents to faculty and resident, including rotation goals and objectives, program manuals, program policies, etc.
• Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, ATLS, etc.)
• Ensure resident/fellow compliance with Institutional credentialing and HR requirements, including medical licensees, DEA licenses, employee health, mandatory education training, and other training as required.
• Complete surveys and ensure information is current in various GME systems.
• Coordinate and staff various committees, including residency management meetings, faculty curriculum. committee meetings, departmental meetings, meetings with PD, and with the resident/fellows, and follow up on action items as required.
• Manage administrative and planning for logistics for meetings and conferences, including monthly lecture series, conferences, grand rounds, journal club, M&M, ACLS courses, and in-service exams
• Compile and submit required data elements to the Specialty Boards and other professional organizations as required.
• Administration of Resident/Fellow Activities In consultation with the PD, develop and maintain resident/fellows schedules, including rotation schedules, call schedules, and clinic schedules; maintain current schedules into New Innovations and update as needed. 
• Coordinate information and schedules with other services, sites, and departments, including rotation/call schedules, and evaluations.
• In collaboration with GME office leadership and Program Director in development of program evaluations that measure resident/fellow performance, faculty performance, educational content of rotations, and the program.
• Administer the evaluation process for the program in New Innovations, and ensure timely completion of evaluations, including rotation evaluations, attending evaluations, resident evaluations, summative evaluations, and annual evaluations.
• In collaboration with GME office leadership and Program Director, coordinate feedback process to division directors regarding rotation evaluations; analyze evaluation data and develop recommendations for curricular and service changes as needed.
• Maintain educational files for all current resident/fellows and graduates.
• Track resident/fellow leave (vacation, sick, educational).
• Process reimbursement requests for supplies, travel, etc.
• Attend local, state, and national GME and ACGME conferences.
• Collaborate with national colleagues, become an active member in national organizations (e.g., specialty association, TAGME, etc.)
• Attend scheduled GME training sessions/program coordinator meeting
• Administration of Medical Student Activities
• Collaborate with the PD to establish program requirements, including rotation dates, number of students per rotation, etc.
• Act as the first point of contact for students.
• Prepare the packets for all incoming medical students, including scheduling of orientation for each student
• Ensure medical student meets compliance documentation, including immunizations, Letter of Good
• Standing, evaluation, test scores, etc.
• Conduct orientation with a scheduled group of medical students.
• Ensure evaluations are completed by PD or preceptor in a timely manner.