I. Summary of Primary Function/General Purpose of Position
The Academic Program Coordinator coordinates the day-to-day operations of Bon Secours St. Francis Graduate Medical Education (GME) Internal Medicine Residency Program in collaboration with the Program Director (PD) and GME Administration Office. The Academic Program Coordinator will collaborate with attending physicians, residents, and institutional and regulatory administrative offices. The Academic Program Coordinator collaborates with the PD to uphold all Accreditation Council for Graduate Medical Education (ACGME) Program Accreditation Guidelines and ensure program needs are met. The Academic Program Coordinator will have responsibility managing logistics of events including but not limited to residency recruitment and interviews, orientation and on-boarding, residency didactics, and Internal Medicine Residency Program committees. This is a professional position that requires interaction with Physicians, Residents, Medical Students, Senior Leadership, and Academic Institution Administrators and Faculty. As such, the Academic Program Coordinator must perform duties as required in a competent, professional, and courteous manner.
II. Essential Job Functions
Coordinates the organization and management of residency rotation schedules, assigns preceptors, and oversees the completion of performance evaluations and program-related activities.
Maintains confidential resident files and database records, performing quality assurance audits to ensure accuracy and completeness. Gathers and maintains records for credentialing and reimbursement and tracks resident scholarly activities for the Annual Program Review (APR) submitted annually to the DIO.
Monitors resident and faculty expiration dates, ensuring timely renewal of licensure, DEA certification, professional liability insurance, and other necessary certifications.
Manages the payment of invoices, educational stipends, and the preparation of the annual budget related to the residency training program.
Coordinates residents’ contracts and ensures compliance with program letters of agreement (PLA) in collaboration with the Legal and GME Administration Departments. Facilitates Human Resources functions related to resident employment, assists with onboarding orientation, and organizes program-wide events such as welcomes, graduations, celebrations, and off-site activities.
Oversees GME program recruitment, managing trainee applications, communicating with potential applicants, coordinating interview schedules, and organizing interview events. Develops and maintains program and recruitment webpages in collaboration with GME Administration.
Coordinates and prepares meeting agendas, documents, and minutes for program committees, including the residency committee, clinical competency committee, and faculty development committee.
Manages, updates, and distributes program policies, competency-based rotation goals and objectives, manuals/handbooks, rotation and on-call schedules, and didactics for residents.
Oversees event management for faculty speaking engagements, including vendor and venue relationships, budget management, invoice processing, marketing, and creating additional opportunities.
Acts as a representative and liaison for the residency, fostering cooperative efforts with faculty, other specialty departments, outside institutions, GME Administration Office, CME Administration Office, and Medical Staff Office.
Engages in lifelong learning by pursuing courses that further professional growth, knowledge, and expertise to enhance residency program coordination skills. Attends at least one professional development meeting per year.
This document is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the job. Employees may be required to perform other job-related duties as assigned by their supervisor, subject to reasonable accommodation.
III. Employment Qualifications
Required Minimum Education: 2 Year/ Associates Degree
Preferred Education: 4 year/ Bachelors Degree
Minimum Qualifications
Minimum Years and Type of Experience: 2 years of experience as an administrative coordinator, preferably in a healthcare setting. C-TAGME certification preferred or an interest in pursuing certification.
Other Knowledge, Skills and Abilities Required:
Demonstrates a strong ability to collaborate effectively within diverse teams; capable of engaging with colleagues across various skill sets, roles, experiences, demographics, and backgrounds; exhibits a high degree of professionalism in all interactions; maintains a firm but fair approach in decision-making; adheres to policies and procedures while fostering accountability; possesses technical skills and is proficient with relevant technologies; quick to learn and adapt to new information and processes; shows an interest in building and developing programs; comfortable navigating and thriving in ambiguous situations; ability to work independently, identify and resolve problems; displays exceptional organizational skills and attention to detail; strong time management skills; proficient in record-keeping; able to manage multiple tasks simultaneously; strong written and oral communication skills.
Many of our opportunities reward* your hard work with:Comprehensive, affordable medical, dental and vision plans
Prescription drug coverage
Flexible spending accounts
Life insurance w/AD&D
Employer contributions to retirement savings plan when eligible
Paid time off
Educational Assistance
And much more
*Benefits offerings vary according to employment status
All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you'd like to view a copy of the affirmative action plan or policy statement for Mercy Health – Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employers, please email recruitment@mercy.com. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at recruitment@mercy.com