Education Coordinator

Description:

Technical Coordinator for Surgical Education Programs:
Responds to inquiries from applicants, current trainees, alumni, internal and external customers (including but not limited to other program coordinators, division administrative coordinators, and site directors). Requires the ability to interpret regulations and policies as it relates to the trainees.
Provides technical expertise for the ACGME fellowship and residency management system, MedHub, specifically in creating complex evaluations and schedules that reflect the current update of the common program requirements mandated by the ACGME. Development and implementation of innovative educational programs including but not limited to resident/fellow expansion at rotation sites and continual process improvement for training programs content.
Provides technical expertise for the ACGME Accreditation Data System (ADS), responsible for maintaining accurate and current data regarding the program, faculty, and trainees, the completion of annual ADS updates required for continued accreditation, the bi-annual submission of Milestones, the tracking of trainee case log data, and running of reports in preparation for Annual Program Evaluation and Clinical Competency Meetings.
Provides technical expertise for the FC management system, and distributes and inputs evaluations into the FC system.
Creation, distribution, and analysis of complex evaluations that reflect TACC requirements for transplant education.
Responsible for understanding accreditation, board, and institution requirements, to develop, oversee and improve educational programs, to implement changes based on the current accreditation standards, and prepare for accreditation GME-C internal reviews/ ACGME Review Committees (RRC), FC and TACC site visits.
Organizes milestones, manages Clinical Competency Committee meetings.
Completes data analysis for program improvement.
Prepares for the Annual Program Evaluation meetings by compiling data, co-leads meetings with Program Directors, takes minutes and synthesizes data for the creation of programmatic action plans and the completion of Annual Program Evaluation forms and ADS updates.
Conducts annual update to program and rotation-specific goals and objectives.
Supports Program Directors in the development of weekly educational conference schedules.
Maintains fellowship and residency rotation schedules including approved absences and training. Tracking of required time/HR/leave components in MedHub and Kronos. Monitors trainee work hours, runs regular reports and reports to trainees and Program Directors regarding compliance with GME and ACGME guidelines.
Maintains programmatic data in NRMP system and oversees submission of the rank list.
Uses ERAS, FC, and SF Match management systems to compile applications for review, accept applicants, define dates, initiate invitations, and set logistics for interview days.
Administrative:
Works with division administrative coordinators to arrange bi-annual Clinical Competency Committee Meetings, Annual Program Evaluation Meetings, rank list meetings, trainee presentations at division grand rounds, bi-annual evaluation meetings with Program Directors, graduation celebrations, and other program development meetings.
Coordinates and facilitates interview days, obtains faculty feedback for rank list meetings and utilizes data to create the preliminary rank list, conducts rank list meetings.
Coordinates onboarding and orientation for incoming trainees and visiting learners. Assists with licensing and credentialing at OHSU and the VA for non-GME fellows.
Registers trainees and proctors annual VSITE and TSITE in-training exams.
Arranges trainee off-site electives, including program payment, malpractice insurance coverage, off site authorizations, and works with division administrative coordinators to ensure that travel and housing is arranged. Prepares program letters of agreement.
Works with Cardiothoracic Surgery division administrative coordinator to arrange the CT Graduation Celebration, creates powerpoint presentation for graduating fellows.
Provides a process by which individual fellows/residents can address concerns in a confidential and protected manner. Facilitates team integration, provides liaison with trainees, faculty, staff, etc. Reports on fellowship/residency issues and concerns to Division Managers, Program Directors and GME on regular basis (such as call rooms, safety & security measures, scrubs, pagers and meal tickets).
Maintains confidential trainee files/portfolios with evaluations and review documentation including: evaluations, procedure/case logs, certifications/licensure/ECFMG, rotation and clinic schedule, scholarly activities, leave/vacation policies, moonlighting, verification of previous training, reappointment credentialing system that enables residents to demonstrate achievement of the ACGME, FC, and TACC general competencies and specific program requirements. Provides verification of training to potential employers.
Required Qualifications:
Three years of experience administering or coordinating parts or subsets of a project or program.
A bachelor’s degree in Business Administration, Management, Public Administration, or a field
directly related to the position will substitute for two years of the required experience.
Job Related Knowledge and Skills:
Strong interpersonal, and collaborative skills.
Proactive, analytical reasoning skills, excellent grammar, vocabulary, writing skills, including policy and procedure writing.
Knowledge and proficiency in VSAS, ERAS, MedHub (data management systems), Access & Excel.
Knowledge of Student, Residency, Fellowship and Faculty Development/CME programs. D
atabase development and management skills.
Must be able to perform the essential functions of the position with or without accommodation.