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The Department of Radiation Oncology is an academic department specializing in the research, teaching, and providing of professional services for the management of cancer patients undergoing treatment using radiation therapy as the main modality of treatment. The department is an integral part of the Cancer Program at the University of Washington and a major contributor to the contribution margin of each of the seven centers at which we provide professional services: University of Washington Medical Center (UWMC); the Gamma Knife facility at Harborview Medical Center (HMC); the Seattle Cancer Care Alliance (SCCA); the Radiation Oncology Suite on the Northwest Hospital Campus (SCCA@NWH); the Seattle Proton Therapy CVenter (SPTC); Seattle Children's Hospital (SCH); and the Seattle Puget Sound VA Medical Center, and SCCA Peninsula Cancer Center.
We have an outstanding opportunity for a Residency Program Coordinator to be responsible for coordinating the day-to-day administration of the ACGME residency/fellowship training program and other training programs within the department. The Coordinator assists the Program Director in ensuring compliance with ACGME accreditation standards and other regulatory requirements. The Coordinator must be knowledgeable about operational activities at the various training sites in which their residents/students/fellows rotate. Within this framework, the Coordinator:
• Coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program’s curriculum and adhere to ACGME requirements. • Provides guidance to residents/fellows and visiting trainees on program and GME policies, and non-clinical aspects of the program • Disseminates annual rotation, clinic and call schedules • Manages dissemination and completion of resident/fellow, faculty, and program evaluations • Coordinates accreditation activities including ACGME Site Visits, Internal Reviews, annual program reviews, etc. • Manages duty hour and evaluation reports and ensures reporting/completion compliance • Tracks resident/fellow training time for Medicare reporting (e.g. GMETaBS) • Informs Program Director as to GME policies and procedures , Departmental and program policies and procedures so they may be enforced • Coordinates the resident/fellow recruitment and selection process • Serves as primary point-of-contact for student inquiries and public interest in the program
The Residency Program Coordinator is responsible for the following activities:
General Program Responsibilities • Coordinate the day-to-day operations of the residency/training/fellowship program • Communicate with GME constituents (GME Office, Medical Student Office, department, faculty, residents/students/fellows, ACGME, ABR, ACR, etc.) on a regular basis or as needed • Serve as the main contact for ACGME, ARS, and all other societies involving residents and their residency programs • Administer the MedHub Residency Management System and/or supplementary systems as needed for the program, including maintaining resident/fellow demographics 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 the RRC • Coordinate confidential and critical materials, issues and communications. • Communicate with a full range of internal and external offices and individuals on behalf of the Program Director • Monitor adherence to the program’s policies regarding duty hours and effects of leave on board eligibility. • Identify areas for improvements and advocate for continuing development of the program.
Program Accreditation and Compliance • Develop understanding of ACGME policies and procedures, including familiarity with the Institutional Requirements, Common Program Requirements, and Specialty-Specific requirements; develop program policies to comply with accreditation requirements. • Maintain all essential documents required for program accreditation. • Monitor resident/fellow reporting compliance in the MedHub system or other residency management system(s). • Assist the Program Director in maintaining the program’s ACGME Program Information Form (PIF); keep a working copy and make changes on an ongoing basis. • Help prepare program, faculty, and residents/fellows for site visit; arrange meeting rooms; ensure required documents are available to site visitor as requested. Under the direction of the Program Director work with GME Office to schedule program Internal Reviews, assist with preparation of the Internal Review documents, and participate in review meetings. • Under direction of Program Director, prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites. Revise agreements as needed. • Maintain program and trainee statistics as identified for the hospitals for Joint Commission (TJC) accreditation requirements. • Assist Program Director with coordination of faculty development activities. • Ensure faculty CVs are logged in the ACGME’s WebADS system, as required by the ACGME.
Resident/Fellow/Student Schedules • Maintain resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in MedHub, and update as appropriate. • Develop an understanding concerning ABMS-specialty board and training-related educational requirements, identifying schedules adjustments to meet requirements when needed. • Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conference, interviews, room/course scheduling • Coordinate off-site rotation schedules (affiliated institutions, away rotations). • Coordinate visiting trainee schedules as needed and work with other programs or schools when necessary to ensure students’/trainee’ educational needs are met.
Evaluations • Administer the evaluation process for the program in MedHub, and monitor timely completion by evaluators. • Monitor timely completion of confidential annual program evaluations by residents/fellows and faculty. • Monitor timely completion of Summative evaluations by the Program Director for graduating residents/fellows. • Coordinate resident/fellow semi-annual reviews • Assist Program Director with the Annual Program Review process.
Resident/Fellow Appointments and Credentialing • Coordinate appointment process for incoming housestaff in coordination with appointment and credentialing process requirements provided by the GME Office • Understand department staff involvement in credentialing process, including responsibilities of payroll coordinators and others. • Monitor compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training). • Monitor resident/fellow compliance with UW and UW GME credentialing requirement, including medical licenses, DEA licenses, immunization, HIPAA training, Learning Gateway modules, and other training as required. • Field questions from applicants and faculty regarding visas and consult with the GME Office on all visa matters. • Arrange for pagers, ID badges, Husky Cards, keys, lab coats, etc. for residents/fellows. • Produce appointment packet for incoming housestaff and distribute in timely manner • Provide administrative support for the RadOnc new resident/fellow orientation. • Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training. • Organize Graduation Celebrations. • Coordinate resident/fellow exit process (deactivating accounts, collecting badges and pagers, etc.). • Process graduation certificates, in consultation with the GME Office.
Resident/Fellow/Student Files • Maintain educational files for all current residents/fellows/students and graduates, as necessary. • Archive graduated resident/fellow files in accordance with UW Records Management retention schedules. • Coordinate with Program Director development and distribution of a graduate follow-up survey. • Maintain residency database and hard copy files of current and alumni residents. • Process vacation/leave request forms for residents/fellows. • Process moonlighting request forms.
Recruitment and Orientation • Update and manage program information in ERAS (Electronic Residency Application Service), SF Match, or appropriate matching service for RadOnc. • Understand National Resident Matching Program (NRMP) requirements and deadlines. • Assist with production of recruitment brochures and content for program website, coordinate application review process, contact applicants for interviews, schedule and coordinate interview day activities, and under direction of Program Director, submit NRMP rank order lists.
Clerkship & Visiting Student Program • Coordinate medical student education program; process clerkship requests and work with department’s Assistant Director for Undergraduate Education in scheduling rotations. • Understand and explain Program and University requirements to faculty and interested students • Arrange student clerkships via Academic Affairs Office. • Relay housing list and other types of assistance to Visiting Clerkship students. • Verify/assist with malpractice insurance for non-clerkship student visitors • Assist with clerkship evaluation for both UW SoM and Visiting Clerkship students. • Assist undergraduate students and faculty with registration codes • Distribute grade sheets and provide assistance with problems and/or questions in relation to undergraduate classes.
Other Program Responsibilities • Complete surveys and ensure information is up-to-date in various GME systems (Specialty Board, FREIDA, ACGME ADS, professional organization, GMETrack, ERAS, NRMP). • Coordinate and staff various committees, including residency program committee meetings, faculty curriculum committee meetings, departmental meetings, meetings with the Program Director, and with residents/fellows, and follow-up on action items as needed and appropriate. • Perform administrative and planning logistics for retreats, meetings, and conferences, including monthly lecture series, conferences, grand rounds, journal club, residency/fellowship retreats, BLS/ACLS course, and In-service exams. Submit on-call meal reimbursement request to the GME Office • Maintain program library (journals, books, articles, etc.). • Provide office support for residents/fellows (i.e., assistance with editing publications). • Process applications and appointments requirements for visiting residents, fellows, students, and scholars. • Order equipment/supplies for residents/fellows as needed. • Manage travel arrangement for the Program Director, Associate and Assistant Program Directors • Maintain historical records of the program
Financial Responsibilities • Administer GMETaBS (Graduate Medical Education Tracking and Billing System). Record training site/time distribution in GMETaBS for each resident/fellow for Intern Resident Information System (IRIS) reporting to CMS. • Monitor program operations budget and confirm expenses are as submitted • Track resident/fellow leave (vacation, sick, educational) • Assist Program Director with providing documentation for requesting stipend allocation increases and changes through the Resident Request Review Committee (RRRC). Monitor number of residents/fellows scheduled at primary teaching sites matches funding allocations
Professional Development • Regularly attend UW GME Program Coordinator and Administrator meetings; present program best practices at meetings • Collaborate with colleagues in UW GME • Attend local, state, and national GME and ACGME conferences • Collaborate with national colleagues, become active in national organizations
Administrative Support • Provide administrative support to the Program Director, Associate Program Director, and Assistant Program Director for Undergraduate Education • Provide administrative support to the residents/fellows/students • Provide administrative support to other faculty within the department as assigned • Answer and route incoming calls for faculty • Serve as back-up for Administrative Coordinator and Assistant to the Chair as necessary
2 years' experience in project and/or office management.
Proficient with Microsoft Office applications (Word, Excel, PowerPoint) required.
Must have excellent organizational skills, an ability to multitask and prioritize competing priorities, work independently, and meet important deadlines.
Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows/students and other administrative personnel.
Must be able consistently apply sound professional judgment and critical thinking to address issues and solve problems.
Proven customer service orientation and exhibit excellent communication (written, verbal, cross-cultural) and interpersonal skills.
Demonstrated problem-solving and sound decision-making skills.
Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.
Consistently maintains a professional appearance and demeanor.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience in an academic healthcare setting.
Familiarity with ACGME, AAMC and other accrediting and regulatory bodies that affect resident and fellow education and training.
An interest in medical education and the desire to work in a healthcare setting is desirable.
Possess the ability to adapt quickly to changes in work requirements and assignments; and should exhibit, diplomacy, compassion and a sense of humor.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.