Summary

Residency Coordinator, Ophthalmology Education position is Full Time, with benefits at our Main Campus. We offer 50% off the MBTA pass.

The Residency Coordinator Partners with and supports the Residency Program Director, the Residency Program Associate Director, the Director of Ophthalmic Education, and the Chief Resident to coordinate the operational aspects of the Harvard Ophthalmology Residency program, an ACGME-accredited training program primarily encompassing 24 residents and 8 interns.

The Program Coordinator will continually assess and direct a wide range of programmatic activities including long range planning, recruiting and onboarding trainees, developing projects, facilitating meetings, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Essential Functions

1. Provides both administrative support and supervisory guidance to the residents and interns. Acts as a liaison between residents and hospital administration when necessary.
2. Provides general administrative support to the Residency Program Director, the Director of Ophthalmic Education, and the Chief Resident. Maintains resident correspondence for the Residency Program Director.
3. Maintains SF Match, ABO and ACGME websites. Enters data into ACGME ADS including the annual report and individual resident milestone data. Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
4. Collaborates with the Residency Program Director and the Director of Ophthalmic Education to define an annual timeline for residency related activities and meetings. Meets regularly with the Program Director /Director of Ophthalmic Education concerning the status of projects and program management issues and activities. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations for improvement.
5. Maintains databases with resident and faculty data, including New Innovations. Manages the evaluative processes of the trainees, program, faculty, and rotations. Maintains resident portfolios and files.
6. Assists in monitoring residents' duty hours and operative/case experience via regular review of data reports.
7. Organizes and coordinates the annual residency selection process, which includes organizing interview dates with the interview committee(s), collating and organizing candidate files (from SF Match), distributing candidate files to interview committee(s), communicating with all candidates and stakeholders, collating the results of the interview committee (spread sheet tabulation), collecting final assessments, submitting the rank list to SF Match and managing communications with incoming residents.
8. Oversees department-level intern/resident onboarding and orientation. Assists with end-of-year/completion of program documentation.
9. Establishes relationships and acts as a liaison to other Hospitals, and internal departments, and divisions regarding onboarding, credentialling, orientation, and details necessary for external rotations
10. Prepares a range of documents including annual contracts, applications for foreign medical licenses (for Aravind rotation) and others as required.
11. Responsible for tracking and monitoring resident Educational Fund balances and processing resident reimbursement requests.
12. Coordinates resident participation in national meetings and courses and oversees the associated finances.
13. Monitors resident compliance with mandatory vaccinations and required HealthStream trainings as well as PALS and other periodically required trainings, and assists residents as necessary. Verifies trainees' status and activities as needed to ensure compliance with procedures regarding licensing, annual contracts, and initial and re-credentialing of trainees.
14. Organizes resident meetings (bi-annual evaluation meetings, fellowship advisor meetings, etc.) with the Program Director, Associate Program Director, and resident advisors, and schedules and prepares materials for both the Clinical Competency Committee and Program Evaluation Committee. Organizes Residency Operations Meetings with the Ophthalmology Education team and program leadership.
15. Schedules, and organizes various resident, and program committee meetings (such as bi-annual evaluation meetings, fellowship advising meetings, Steering Committee meetings, etc.) and schedules and prepares materials for both the Clinical Competency Committee and Program Evaluation Committee. Coordinates AV, food and beverage and anticipates other meeting related needs. Staffs the meeting if necessary.
16. Collects data, designs, and generates a variety of monthly and ad hoc reports (on residents' surgical procedures and other issues) for statistical and administrative use.
17. 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. Keeps file documentation current, correct, and complete to facilitate work flow.
18. Assists in the preparation for ACGME Self Study, Site Visits, and internal/special reviews.
19. Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
20. Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments.
21. Orders supplies for the residents (and other office supplies). Creates purchase orders. Maintains organized supply areas. Orders meals for resident meetings.
22. Maintains strict confidentiality regarding all physician and employee matters at all times. Secures confidential information at all times.
23. Performs other duties as assigned by the Program Director. Ability to take on new tasks and adapt to different work assignments and personalities.

Qualifications

Bachelor's degree and 3-5 years' administrative experience preferred. Key attributes include:

1. 1. Demonstrated strong organizational skills, with proven experience prioritizing work and coordinating multiple projects simultaneously.
   2. Excellent written and spoken English language skills.
   3. High attention to detail.
   4. Facility with a range of web-based software. Experience with ACGME WebADS and New Innovations helpful.
   5. Demonstrated ability to proofread and correct one's own work and complete tasks with minimal supervision and meet deadlines.
   6. Excellent Microsoft Office skills.
   7. Exceptional problem solving, critical thinking and customer service skills.
   8. Professional demeanor, eagerness for professional growth and challenging work.

Working Conditions

Ophthalmology Administrative Offices

PHYSICAL REQUIREMENTS:

Mental and visual attention requiring combination of alertness and manual dexterity when using the CRT and typing using a PC.

HIPAA Privacy Training and Sanctions

All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule are required by the Rule to receive training so that they have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities and of the group health plan's policies and procedures that impact on their job duties. Training on the requirements of the HIPAA Privacy Rule and the plan's health information policies and procedures under the direction of the institution's privacy officer is a pre-requisite for this position.

Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.

This description is intended to indicate essential tasks and levels of work difficulty that will be required of positions that will be given this title. It is not intended to limit or in any way modify the right of supervisors to assign, direct, or control the work of staff members under their supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned but that are of similar kind or level of