GME Institutional Coordinator

Summary:
Under general supervision of the Graduate Medical Education Manager and according to established polices and procedures performs administrative support functions related to graduate medical education (GME) at the institutional and program levels. Provides administrative support to Alpert Medical students as well as other visiting residents fellows and students. Utilizes a thorough knowledge of the GME department Hospital Lifespan and specific training programs to gather and interpret material and to prepare reports and records. Participates in coordinating onboarding efforts institutional and training program compliance with accreditation requirements Department schedules and activities and establishment and maintenance of required filing and record systems. Acts as a resource person to training program directors training program coordinators other faculty and staff residents/fellows; medical students other visiting residents and students as well as other Lifespan staff.

 

Responsibilities:
Performs a variety of administrative tasks relative to collection organization preparation distribution and record keeping of large volumes of information necessary to meet documentation and information requirements of graduate medical education training program specifications. (Please also see position specific addenda)



Utilizing a thorough knowledge of the Hospital Lifespan accreditation requirements and GME department policies and procedures acts as a resource person to all GME related training program directors training program coordinators other faculty and staff residents/fellows; as well as medical students other visiting residents and students as well as other Lifespan staff. Acts to resolve matters on own within the scope of responsibility and authority.



Creates and distributes correspondence forms statistical analyses agendas and reports including large volumes of material related to department and/or training programs for GME department members training program faculty and staff and regulatory or accrediting agencies.



Develops maintains and revises as necessary records and filing systems including updating department manuals and documents as instructed.



Maintains GME statistics as required by the Department Lifespan and outside agencies. May tabulate data and perform statistical analyses to prepare reports.



Manages departmental records including those needed for major national organizations including confidential information. Initiates files updates and purges records as necessary including data entry storage and retrieval. Provides reports and verifications to organizations as requested.



Answers telephone and receives visitors to GME. Ascertains customers� needs establishes priorities and investigates issues often resolving matters on own authority.



Manages departmental calendars without prior clearance for most appointments often coordinating department managers� meetings and other obligations. Schedules coordinates and attends inter-departmental meetings.



Maintains inventory and orders office supplies at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows up on check requests and purchase orders.



Performs other related duties as required.

 

Other information:
BASIC KNOWLEDGE:

Associates degree in Administrative Office Technology or specialized training in a business related field required.



Analytical and organizational skills to be able to locate assemble maintain and interpret data from a variety of sources.



Proficient typing skills to prepare a variety of materials such as correspondence forms and manuals.



Excellent knowledge of English grammar punctuation and spelling to create and edit written materials.



Demonstrated computer proficiency in common office software applications including word processing spreadsheet and database applications including mail merge.



Interpersonal skills necessary to communicate and gather information from all levels of personnel (e.g. physicians administrative personnel and administrative leaders) and the ability to handle highly confidential data in secure and trustworthy manner.



EXPERIENCE:

Minimum of two years relevant administrative experience.



SUPERVISORY RESPONSIBILITY: None

 

Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status.   Lifespan is a VEVRAA Federal Contractor.

 

Location: Rhode Island Hospital USA:RI:Providence

 

Work Type: Full Time

 

Shift: 1

 

Union: Non-Union