Employee Training - Baystate Health

Req#: R30373
Category(s): Education, Employee Training
Full Time / Part Time: Full-Time
Shift: First


Summary: Under the direction of the GME Program Administrator and Program Director the GME coordinator supports the graduate medical education program by assisting in the day-to-day operations by ensuring compliance with ACGME requirements and hospital regulations to include record/report completion and performance evaluations. Serves as liaison between residents/fellows, Program Director, GME Program Administrator, faculty and other hospital departments. Serves as a resource for residents/fellows by providing guidelines and assistance in acclimating to the work environment. These transitions can include, but are not limited to cultural issues, language barriers, and adapting to the rigors of GME training. Facilitates communication between residents/fellows, Program Director, GME Program Administrator, key clinical faculty, and Department Chair. Builds trust and respect. Has knowledge of organizational development sufficient to assist in administration of an educational program. Possesses critical thinking skills along with strong written and oral communication skills. Have exceptional interpersonal skills and a positive professional demeanor.

Job Responsibilities: 

1) Recruitment: Downloads & screens applications via ERAS (electronic residency application system) on a daily basis and coordinates interview day. Partners with program director to establish recruitment policies and selection criteria. Screens candidates for interview using program selection criteria and submits rank list to NRMP.

2) Schedules/Duty Hours/Curriculum/Conferences: Obtains and /or creates annual schedules and enters into New Innovations, makes corrections and checks for accuracy. Runs monthly duty hour reports in NI and reports discrepancies to program director. Completes New Innovations training to advance knowledge. Oversees required conference curriculum, prepares conference calendar in New Innovations and informs key stake holders. Records conference attendance in New Innovations.

3) Evaluation/Portfolio: Oversees monthly evaluation process and create/run compliance reports for Program Director. Updates new evaluations. Participates in bi-annual, end of year program evaluation process.

4) Trainee’s Scholarly Activity/Faculty Research: Capture all scholarly activity and maintain updated record.

5) ACGME (Accreditation Council for Graduate Medical Education) Accreditation & Annual Reporting: AMA, Frieda, WebAds, Specialty Boards: Collaborate with GME Program Administrator and Program Director to perform annual updates to all systems including AMA Freida, ACGME and WebADS. Assist graduating trainees with specialty board applications/process. Gather and provide updated PIF (Program Information Form) information to assist program director and GME program administrator for submission to RRC. Collaborate with program administration to organize RRC sites visits and internal reviews; notify key stake holders. Keep current of ACGME program specific & common program requirements.

6) Medical Students/Other Learners: Collaborates with Clerkship Director and/or appropriate Program Directors in preparation of schedule. Prepares, distribute and collects evaluations for all learners including rotators from other programs and/or other institutions.

7) Human Resources: Maintain complete and accurate documentation for residents and fellows in Kronos for vacation and personal time, sick time and leave of absence. Notify program director of excessive absence or non-compliance of time off regulations.

8) Professional Development/Training: Attend regularly scheduled meetings of program and Academic Affairs/GME. Seeks/completes additional education and training for own professional development. Attend ACGME meeting within first 2 years of hire. Actively seek help from GME Program Administrator and colleague coordinators.

9) Information Technology: Advanced knowledge of Microsoft Office.

10) Budgets: Prepare and submit appropriate check requests to GME Program Administrator for trainee’s professional development and/or reimbursement of outside rotations.

Required Work Experience: 

1) 3 – 5 years graduate medical education experience or demonstrated competency generally obtained by working in an academic hospital setting

2)  Because this is an annual program the incumbent is only exposed to processes on annual basis

Preferred Work Experience: 

1) None Listed

Skills and Competencies: 

1) Excellent communication and interpersonal skills, superior skills in organization and coordination and advanced skills using Microsoft office

2)  Strong written/verbal skills

3)  Ability to work as part of a team

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.



GED or HiSET (Required)


Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

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