Program Coordinator GME

Location: WK Medical Center
Department: Graduate Program - Graduate Medicine Education
Classification: Full-Time
Shift: 8:00 AM-4:30 PM
Date Posted: 3/1/2023

With oversight and direction from the Program Director and GME Director the Program Coordinator is responsible for assisting with the operational and financial management of our planned Oral and Maxillofacial Surgery Residency Program. 


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 Program 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.


Bachelor’s degree and a minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.

-Provides support and meets regularly with the GME Director and Program Director concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the GME Director for improvement.
-Provides administrative support for: Clinical Competency Committee (CCC), Program Evaluation Committee (PEC), Annual Program Evaluation (APE) processes,

-Assists in program-level policy development.
-Interprets and applies CODA, other national accrediting agencies, and hospital policies to support compliance.
-Provides both administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions  regarding resident recruitment, orientation, and external
? Oversees department-level trainee orientation.
? Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance
from GME office,
? Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts,
and initial and re-credentialing of trainees.
? Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
? Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and
other types of office/program systems. Evaluates and standardizes office procedures and effectively
troubleshoots and resolves issues.
? Maintains databases with resident and faculty data
? Plans, manages, and analyzes the evaluation processes for: trainees, program, faculty, and clinical rotations.
? Develops and distributes call schedule.
? Oversees all purchasing for the office/program. Assesses equipment acquisition and training needs and makes recommendations to the GME Director.
-Orders equipment and supplies for the training office.
-Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
-Coordinates medical student rotations and, as appropriate, “observerships”.
-Performs all NMS responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals.
-Tracks and processes initial paperwork for visa requests
-Verifies trainees’ status and activities as needed.
-Monitors residents’ work hours
-Monitors residents’ operative/procedures/patient visits (depending on specialty) via regular review of data reports.
-Assists in the preparation for ACGME Site Visits and special reviews.
-Maintains on-going professional development activities that support role as program coordinator. -Develops, monitors and reports on the training program budget.
-Works to ensure accuracy of monthly budget statements and develops yearly residency budget.
-Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities.
-May be responsible for management of grants awarded to individual residents.

-Performs other duties as assigned.

Willis-Knighton is an equal opportunity employer and thus, manages its employment and employee relations policies, practices and benefits without regard to age, race, sex, color, creed, religion, national origin, disability, veteran, or other protected status where otherwise qualified.