United States onlyDepartment Overview
This position supports OHSU Family Medicine Residency Rural Track Program (RTP) related activities in-person in Madras, Oregon. This position is known nationally as a Residency Coordinator and is primarily focused on the day-to-day logistics and support tasks for a medical residency program. The RTP Coordinator will be hands-on with scheduling, communication, and record-keeping.
The RTP Coordinator participates in Graduate Medical Education (GME) program development and related projects from inception to project implementation.
The coordinator supports the RTP Program Directors, community liaisons, residency faculty and other administrative staff to coordinate the scheduling processes for all required clinical and didactic experiences.
This position collaborates with the urban OHSU Family Medicine Portland Residency coordinators and directors, community liaisons, and residency faculty.
The RTP Coordinator will develop local relationships to fulfill the mission of the RTP and carry out necessary activities. Local travel includes meetings with health professionals and clinic sites, with occasional regional or statewide travel.
This position will require a thorough and detailed knowledge of national accreditation requirements specific to Family Medicine as set forth by the Accreditation Council of Graduate Medical Education (ACGME) and American Board of Family Medicine (ABFM). The role also requires detailed knowledge of hospital and clinic policies, as well as a high degree of initiative, independent judgment, problem solving, technical abilities, and leadership skills.
The person in this position must be able to develop processes to evaluate the effectiveness of procedures, analyze data from evaluations, and recommend appropriate changes. This position requires a high level of understanding of technology and the ability to adapt and learn new systems in a fast-paced, changing environment.
This role requires independence, yet operates under the supervision of the Rural Track Program Manager. As such, the person in this role must be able to determine when faculty or supervisors need to be involved in the decision-making process.
Function/Duties of Position
Key Responsibilities & Performance Standards
COLLABORATION ACROSS RESIDENCY PROGRAMS
- Maintain strong collaboration with the overlapping urban Portland Residency program.
- Foster strong, reciprocal relationships with faculty, residents, and administrative staff in both settings to ensure alignment of onboarding, orientation, curriculum, goals, and resident experiences.
- Maintain active involvement in the tracking processed for first year residents by staying informed of ongoing developments, ensuring clear communication with Portland coordinators, and verifying that all relevant information is consistently received and understood by the RTP Program Director.
- Support the transition for residents moving from Portland to Madras
PROGRAM COORDINATION AND RECORD KEEPING
- Help achieve long-range objectives, short-term operational goals of the program and assist in the development of operating plans.
- Maintain graduate database and processes verification requests.
- Track and/or verify resident applications for board certifications, licensing, or other credentialing paperwork.
- Serve as a point of contact between residents, faculty, and hospital administration. This often involves relaying information about policies, changes in schedules, and other important updates.
RESIDENT SCHEDULE CREATION AND MANAGEMENT
- Schedule and coordinate the multiple resident learners working in clinical sites in Central Oregon, seamlessly integrating ACGME, program, department, and learner needs with the needs of preceptors, faculty, clinical sites, and health systems. (e.g., continuity clinic sessions).
- Collaborate with Portland faculty and administrative staff to create the Year One resident rotation schedules and verify that all relevant information is consistently received and understood by the RTP Program Director.
- Lead the development of Year Two and Three schedules.
- Ensure all schedules align with educational requirements and incorporate components such as inpatient rotations, call, continuity clinic, and specialty clinics. Manage schedule change requests throughout the academic year to maintain accuracy and compliance.
- Update and distribute rotation schedules for residents (e.g.,QGenda, Kronos and MedHub).
- Adjust shifts for residents due to last-minute changes (e.g., illness, emergency).
- Confirm and update external rotation schedules and onboarding.
- Coordinate scheduling and delivery of didactic content.
- Develop and deliver technical training to residency staff and leadership, clinical staff, and residents to understand functionality of scheduling system as well as resolving technical issues for self and others directly with software vendor.
- Coordinate scheduling and supervision of annual ABFM In-Training Exam (ITE) for residents and prepare score reports for residents and advisors.
COMPLIANCE AND EVALUATION
- Understand and interpret policies governing residency education from accrediting bodies including ACGME, ABFM, and institutional GME policies to develop internal scheduling policies and systems to maintain compliance.
- Schedule and facilitate Clinical Competency Committee (CCC) meetings semi-annually and the Program Evaluation Committee (PEC) annually.
- Maintain the evaluation processes via MedHub to ensure residents, faculty, and rotations are evaluated according to ACGME requirements.
- Make recommendations to program leadership and staff regarding approval/denial of use of Continuing Medical Education (CME) time, complex schedule change requests, and leave plans based on in-depth knowledge and understanding of program policies.
- Evaluate scheduling systems and procedures for effectiveness and propose process improvement initiatives to standardize and streamline workflows.
- Coordinates annual reporting processes including ACGME and ABFM surveys, ABFM Residency Training Management System, program
Required Qualifications
- Four years of general office or secretarial experience; OR
- An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
- A Bachelor’s degree and two years of general office or secretarial experience; OR
- An equivalent combination of training and experience.
Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.
Preferred Qualifications
- Bachelor’s degree
- Must have experience and general knowledge in the use of technology (MS Office, Webpage basics, Database entry and reporting functions).
- Ability to disseminate policies and procedures, analyze processes, and provide suggestions for improvements.
- Previous experience handling confidential information.
- Demonstrated experience coordinating multiple ongoing projects.
- Demonstrated experience communicating to a variety of stakeholders.
- Previous experience in an educational/academic environment.
- Experience with Medical Terminology
- Previous experience with medical reporting education software such as (MedHub).
- Previous experience with audio/visual equipment (Ex. virtual meeting platforms and uploading documents to online sites)
- Experience with coordinating meetings, seminars, or conferences.Excellent verbal, professional writing, and presentation skills. Administrative skills coordinating complex schedules.
Additional Details
- Standard Business Hours, some evening or weekend events may be required. This is a remote position.
- The majority of work will be performed in an office setting in Madras, Oregon Monday-Friday.
- Must be comfortable working independently without direct supervision.
- Statewide travel is required.
