Description

Become part of an inclusive organization with over 40,000 diverse employees, whose mission is to improve the health and well-being of the unique communities we serve.

Summary:

With oversight and direction from the Program Director, the Graduate Medical Education (GME) Program Coordinator is a member of the leadership team of the program,

is responsible for the coordination and administration of the accredited/non- accredited residency/fellowship training program, and is critical to the success of the program.

This position primarily entails two main responsibilities:

1. Medical Education Program Coordination for the Department of Ophthalmology. This plays a vital role in facilitating the administrative functions of the residency and fellowship programs to ensure their smooth operation and compliance with accrediting body standards.

The Program Coordinator (PC) is responsible for the day-to-day administration of the program, overseeing resident educational activities, assisting the Program Directors in developing and maintaining the educational quality of the training programs, and ensuring compliance with the standards and regulatory requirements of the appropriate governing bodies.

The PC functions as a liaison between the PD, residents/subspecialty residents, GME Office, participating sites, and other programs/departments and must be knowledgeable about operational activities at the various training sites in which their residents/subspecialty residents rotate. This position must be aware of any updates in new procedures relating to the UNC Hospital House staff Administration office, The American Academy of Ophthalmology, the Accreditation Council for Graduate Medical Education, and the Association of University Professors in Ophthalmology.

The position may require occasional evening or weekend work to accommodate program events or meetings.

2. Organizer of the UNC Annual Eye Symposium. This involves coordinating and managing the annual event, collaborating with vendors, CME sponsors, UNC Legal, the Ophthalmic clinic Manager, and other stakeholders, overseeing marketing efforts, managing registration and attendance, coordinating internal and external speakers, and managing the budget for this event.

Responsibilities:

Program Administration: 50 %

Within this framework, the PC:

• Oversees the day-to-day operations of the residency/subspecialty training program.

• Coordinates and tracks educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program's curriculum and adhere to ACME requirements.

• Provides guidance to residents/subspecialty residents on program and GME policies, and non-clinical aspects of the program.

• Establishes and disseminates annual rotation, clinic, and call schedules.

• Creates, maintains, and optimizes the resident’s subspecialty rotation schedules.

• Revises and updates the Resident's Manual in collaboration with the Program Director.

• Maintains an evaluation system for residents/attending following each quarterly rotation and yearly anonymous evaluations.

• Provides information and parking, insurance, training examinations, departmental conferences, and career placement opportunities.

• Manages dissemination and completion of resident/subspecialty resident, faculty, and program evaluations.

• Coordinates accreditation activities, including ACGME Site Visits, Annual Program Evaluations and Clinical Competency Committee meetings, etc.

• Manages work hours and evaluation reports and ensures reporting/completion compliance.

• Manage confidential and critical materials, issues, and communications.

• Tracks resident/subspecialty resident training time in the Residency Management System that is used for Medicare reporting.

• Track faculty attendance and academic activity for both ACGME reporting and faculty evaluations as requested by the Chair’s Office or HR.

• Ensures GME policies and procedures are enforced and that departmental and program policies and procedures are compliant and enforced.

• Coordinates the resident/subspecialty resident recruitment and selection process.

• Assists the PD and faculty in planning, developing, and implementing residency/subspecialty program quality improvement projects.

• Meet with PD on a regular basis to keep him/her apprised of important issues related to the program and trainees.

• Responsible for handling retention, multi-sites (third-year residents spend four months at the Veterans Administration Hospital in Fayetteville, NC), counseling, and certification.

• Maintains an evaluation system for residents/attending following each quarterly rotation and yearly anonymous evaluations. Provides information and parking, insurance, training examinations, departmental conferences, and career placement opportunities.

Finance- Budget Planning & Development 5%

This position collaborates with the ACA and unit Business Manager in developing budgets for individual projects, such as Graduation (Residents' Day), Recruitment, etc., and assumes responsibility for monitoring those budgets. The Program Coordinator prepares draft budgets for residency events and reviews these drafts with the Business Manager and the PD. The PC is held responsible for staying within the approved budget amounts for the various activities.

UNC Eye Symposium: 35%

1. Early-stage planning: Secure venues, arrange dates, coordinate with external speakers, and ensure alignment with the CME sponsor.

2. Proper planning: Coordinate meeting schedules, manage accreditation processes, confirm speakers, and justify CME content.

3. CME applications: Manage applications for both meetings, initiate funding solicitation, handle logistical speaker details, and review for conflicts of interest.

4. Registration and logistics: Manage registration, oversee meeting packets and name tags, organize breakout sessions, and provide on-site logistical support.

5. Collaboration with Ophthalmic Clinic Manager to arrange brainstorming sessions for the Tech session.

6. Coordinate travel and accommodation arrangements for speakers.

7. Collaborate with Communication Specialists on brochure design and distribution.

8. Post-meeting tasks: Manage CME certificates, reimbursements, and other administrative duties for a smooth event wrap-up.

Miscellaneous 10%

This position involves coordinating various administrative activities, events, meetings, reminders, and tasks essential for the program's effective functioning throughout the year. It will also provide any additional support to the program directors as needed during high-volume times such as onboarding, recruitment, match process, and interview season.

Other Information

Education Requirements:

● Associate's degree or equivalent.

Licensure/Certification Requirements:

● None required.

Professional Experience Requirements:

● With a Bachelor's degree, no previous experience required.

● With an Associate's degree, three (3) years of related experience required

Knowledge/Skills/and Abilities Requirements:

● Work requires skills in leadership and personnel management. Work requires good organizational skills. Work requires excellent oral and written communications skills. Work requires experience with Microsoft Office. Work requires setting priorities and organizing work to meet strict deadlines. Work requires making decisions independently on a variety of complex matters and escalating issues when needed. Work requires establishing and maintaining cooperative working relationships with those contacted during the course of work. Work requires familiarity with ACGME, TMB, and NRMP policies and procedures. Work requires understanding of hospital regulatory environment. Work requires independent work, initiative and skills to adapt quickly to changes in work requirements and assignments. Work requires diplomacy, compassion, sensitivity, and a commitment to carry out professional activities. Work requires handling sensitive information with absolute confidentiality.

Job Details

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: UNC Eye Carolina Crossing

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range: $20.03 - $28.52 per hour (Hiring Range)

Pay offers are determined by experience and internal equity

Work Assignment Type: Hybrid

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System with UNC Health benefits. If, however, you are presently an employee of another North Carolina agency and currently participate in TSERS or the ORP, you will be eligible to continue participating in those plans at UNC Health.

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email applicant.accommodations@unchealth.unc.edu if you need a reasonable accommodation to search and/or to apply for a career opportunity.

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.