Undergraduate & APC Medical Education Specialist

Serves as the coordinator for medical students and APC programs, site coordination. Provides administrative support to the Residency Program Director, and Medical Student Program Director including program administration, recruitment, data and budget management, manages residency and student schedules, coordinates evaluation management system, manages resident and student on-boarding including orientation, and maintenance of accreditation.

Major Responsibilities:

• Responsible for organizing and maintaining a comprehensive resident/fellow database
• Manages and prepares Resident Call schedules for multiple programs (12) on a monthly basis and distributes same to residents, faculty, program administrators, and surgical staff.
• Maintains residency quality database. Prepares and maintains a comprehensive list of fellows and provides information to HR and Medical Education Office as necessary.
• Oversees the maintenance of a resident files for current and past orthopedic residents and surgical critical care fellow. (demographic information, licensure, and visa information)
• Verifies training for current and past surgical critical care fellows for licensure and medical staff membership/privileges.
• Assists RPA with surgical critical care fellow performance review by tracking requirements and compiling appropriate supporting documents
•  Coordinates exit interview processes of trainees, the program, faculty, and rotations with the Site Program Director.
• Manages 3rd and 4th year medical student rotations for surgery and orthopedic programs.
• Responsible for conducting department orientation and management of schedules for 3rd & 4th year medical students. Ensuring documentation of policy review and other required documentation; ensures compliance procedures are followed by students prior to starting rotations. (approximately 120 students annually)
• Manages student database and prepare student activity reports as needed and verifies trainee information.
• Develops, copies and distributes syllabus, assigned readings and schedules for medical students and residents rotating at participating sites (IMMC, Lutheran General, Cook County Hospital, University of Illinois Medical Center, Mercy Hospital and St. Francis Hospital)
• Coordinates student evaluations and reviews with clerkship directors and submits final summaries to the respective medical school. Completes student letters of recommendation as requested
• Receives inquiries from medical students and residents and triage as necessary to others within the department or other hospital departments.
• Generalized Communication  
• Responds to resident inquires and refers moral or unusual request to the RPA or Program Director for follow-up.
• Communicates with residents regarding annual compliance issues. Ensure timely compliance with policies and procedures
•  May survey as proctor for various specialty exams
•  Coordinates advertisement and marketing plan for fellowship recruitment and serves as website administrator for surgical critical care website, including web design, production, and content editor. Ensures website content is designed, created, published and updated in a timely fashion and reflective of the fellowship program.
• Receives inquires from residents and applicants and triage as necessary to RPA or Program Director or others within the department or in other hospital/Medical Education/Administration Departments.
• Continuing Medical Education liaison.
• Coordinates speaker arrangements, processes honorarium, reconciles expenses and submit for reimbursement based on AIMMC reimbursement guidelines.
• Ensure program documentation is submitted within established timelines and monitor for compliance bringing outliers to Activity Director's attention.
• Coordinates submission of CME application. Completes CME application and ensures required documentation for CME credit is submitted in a timely manner. Conducts needs assessment and prepares analysis for Activity Director's review. Assist Activity Director by performing literature searches to identify topics for presentations.
• Provides support and works closely with the Site Residency Program Directors and Residency Program Administrator (RPA) in the day-to-day management of the administrative functions and activities for the orthopedic, surgical, and surgical critical care residency programs.  
•  Interprets and applies ACGME, and other accrediting/regulatory agencies, policies, procedures and guidelines to support compliance.
• Assist RPA with managing National Resident Matching Program for surgery residency applicants.
• Communicates with faculty and trainees regarding a range of issues, and managing internal and external program relations.
• Coordinates and oversees implementation of Surgical Critical Care Fellowship recruitment plan under the direction of Program Leadership. – Partners with programs director, faculty and resident to establish recruitment policies and guidelines.
• Screens all applications based on established department processes. Schedules and coordinates interview sessions involving faculty, current surgical critical care fellow, and selected applicants.
• Performs all Match responsibilities and corresponds with newly matched fellow about requirements and process for appointment to the fellowship program. Tracks and processes initial paperwork of newly recruited applicant and monitors for completion.
• Assist RPA with screening of applications through the Electronic Residency Application System (ERAS) software for recruitment.
• Coordinates and administers Orthopedic and Surgical Critical Care resident orientation
• Ensures that orientation is in compliance with regulatory guidelines and meets established departmental protocols, organizes meetings, coordinating room arrangements, scheduling of presenters, and distribution of materials (I.D., lab coat, I.T. access, etc.).
• Performs other administrative tasks in support of the residency program as needed.  
• Compiles and collates documents supporting Special Internal Reviews for Surgical Critical Care Fellowship.
•  Assist in planning, and providing support for special departmental events, graduation, and retreats in support of the fellowship. Attend general or special events as needed and assist with preparing supporting materials or taking and transcribing minutes, set-up, etc.
• Financial management and budgeting.  
• Maintains program expenditures within the authorized budget and prepares reports. Prepares check requests, travel authorizations, expense reports and reimbursements.
• Understands the Accreditation Council for Graduate Medical Education (ACGME) institutional, core and program requirements; fosters awareness and compliance with accreditation requirements; maintains current, highly organized documentation of compliance with accreditation guidelines. Prepares program for reviews and accreditation inspections.
• Manager program database in WebADS (Annual ADS Update) ensuring accuracy of information and timeliness of entry.
• Coordinates Semi-Annual Review between Program Director and Fellow. Ensure fellow evaluations and other materials are well organized and available for the review. Tracks and verifies procedures and competencies.

Education/Experience Required:

• 5 years administrative secretarial experience

Knowledge, Skills & Abilities Required:

• 50 wpm preferred. Transcription experience. Proficient with several software packets. Critical thinking skills, Ability to multitask, prioritize, and work independently

Physical Requirements and Working Conditions:

• Must be flexible and independent with work-load and schedule. May also work occasional evenings, and weekends for special functions or projects

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.