Description

Welcome to Holy Name, a medical center where innovation is not just a goal — it's a commitment. Here, medical excellence thrives, allowing hope to reign supreme and leaving no room for fear. At our hospital, every patient is cared for with undivided attention — because healing every soul is our sole focus.

Holy Name is New Jersey's only independent Catholic health system, comprising a 361-bed acute care hospital, a renowned cancer center, a state-of-the-art fitness center, a residential hospice, a prestigious nursing school, and an extensive physician network. Healing at Holy Name goes beyond medicine and technology – it is infused with faith, conviction, compassion, and a commitment to educating the next generation of healthcare professionals through a variety of residency and educational programs. Our mission to provide care for the body, mind, and soul spans education, prevention, diagnosis, treatment, rehabilitation, and overall wellness. This is at the core of who we are and what we do, and we've done it this way across generations, every single day, for nearly 100 years. Every innovation, medical breakthrough, and groundbreaking treatment is powered by some of the best minds in medicine, ensuring nothing is left on the table or the road to recovery.

A Brief Overview

The Residency Program Coordinator, under the direction and supervision of the Residency Program Director, is responsible for assisting in the administration of the Residency Program as outlined in the Accreditation Council for Graduate Medical Education (ACGME) Program Requirements. The Residency Program Coordinator provides administrative support to the Residency Program Director, Chief Residents, and provides support to OBGYN Faculty and Residents. The Residency Program Coordinator will interact with other Faculty, Residents, and medical students and institutional and administrative offices, as directed by the Residency Program Director

What you will do

Coordination of the Residency Program:
- Coordinating the daily operations and logistics for the IM Residency Program
- Adhering to procedures and systems that ensure orderly and timely workflow
- Maintaining knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements
- Implementing and updating Program databases
- Coordinating with Chief Residents/Faculty to maintain and distribute Resident rotations schedules, call schedules, vacation schedules, and meeting schedules
- Coordinating outside electives, which include applications to hospital(s), malpractice coverage confirmation, and evaluation forms
- Processing Resident and Faculty professional organization memberships
- Preparing and distributing the yearly and monthly assignment schedules of Residents
- Maintaining confidential Resident files
- Coordinating Residency-related Didactics, including scheduling speakers, arranging speaker’s travel and accommodations, and coordinating the logistics of the presentations
- Arranging for BCLS and ACLS certification and recertification training courses.
- Assisting with Faculty and Resident travel and accommodations for national conferences
- Serving as liaison with other departments and affiliated institutions
- Maintaining Residency Committee meeting minutes and developing reports, as requested
- Preparing check requests, travel authorizations, fund reimbursements and expense reports; maintaining necessary records for Medical Education and/or Accounting Department
- Maintaining biographical information on all Residents and update information on alumni
- Coordination of ACGME accreditation and reporting requirements to External Agencies/Organization, including:
- Supporting reports by compiling, updating, submitting reports to ACGME/AOA (e.g. on the ADS, the Milestones and Annual Program Summary), American Board of Internal Medicine (FasTrack), Association of Medical Colleges (AAMC; GMETrack), American Medical Association (AMA; FREIDA), New Innovations, and other professional organizations, as directed by the Residency Program Director.
- Compiling, tabulating, and reporting data for surveys, questionnaires, census reports, and other forms and documents required by internal and external agencies, as directed by the Residency Program Director
- Coordinating and supporting the bi-annual Resident review by Clinical Competency Committee and Annual Program Evaluation by the Program Evaluation Committee
- Collecting necessary information for developing appropriate database analysis tools to meet current ACGME requirements
- Coordinating the administration of the annual in-training examinations.
- Preparing and distributing all post-graduate verifications.
- Collecting, compiling, submitting, and maintaining all Resident reports and projects.
Recruitment of Residents:
- Coordinating communication between the Program and Applicants, via email, telephone, and written correspondences
- Serving as an information source for the Program, Institution, and the community.
- Adhering to the recruitment plan, timeline, guidelines, and policies and procedures of the Residency Program.
- Maintaining all interview materials used by Faculty, Residents, and Applicants
- Coordinating the review of Residency application utilizing ERAS/Thalamus, as directed by the Residency Program Director
- Coordinating all interviews and communications with Applicants
- Coordinating applicants’ interview day
- Planning and arranging for interview social activities, as applicable
- Managing software as it relates to Residency applications and related reports and forms (evaluation scores)
- Participating in Residency interview discussions/ranking meetings
- Administering and reviewing post-match survey to applicants and recommending changes to improve next year’s recruitment activities
- Planning and administering on-boarding logistics and hiring requirements for new Residents, including requirements for International Medical Graduates and J-1 visa holders.
Coordination of Resident Appointments, Reappointments, and Termination:
- Coordinating the orientation of new Residents
- Distributing and monitoring the Resident Appointment and Reappointment process
- Preparing and monitoring Resident completion and/or termination process
- Coordinating Information Services assignments such as pagers, voicemail, and computer access
- Informing incoming Residents of documentation required by Holy Name Medical Center and state licensing board and maintaining record compliance
- Coordinating all credentialing requirements of all initial appointments for interns as dictated by Holy Name and participating institutions as well as by the state licensing agency and other relevant institutions
- Instructing International Medical Graduates regarding procedures that must be followed with INS,ECFMG/Intealth, and the state licensing board
- Assisting new Residents to ensure smooth transition to the Residency Program.
Administrative Support:
- Providing administrative support to the Residency Program Director
- Supporting Residency operations, budget review and financial process of the training program, as assigned by the Residency Program Director
- Assisting the Chief Residents/Faculty in creating yearly rotation schedules for Residents, including yearly call, conference, and vacation schedules for the Program
- Preparing agendas, attending program-related meetings, and producing minutes for meetings (including the Clinical Competency Committee and Program Evaluation Committee)
- Maintaining and managing the training program in the New Innovations Residency Management Suite, including preparing all Resident/Faculty evaluations, rotation schedules, duty hours, scheduling, including preparing all Resident/Faculty evaluations, rotation schedules, duty hours, scheduling, conferences, portfolio, creates database reports, and IRIS preparation
- Initiates and administers house staff budget, including projections and future needs for the Program, under the supervision of the Residency Program Director
- Maintaining and updating credentialing records/curriculum vitae of Faculty (PD, APD, Core, Teaching) on the ACGME ADS site
- Maintaining verification files, duty hour compliance, scholarly activities, and other Residency-related logs and files
- Assisting Residents and Program Leadership in preparation of presentations, abstracts, manuscripts, and other documents relating to the Residency
- Providing support to committees, as necessary
Attending Residency Meetings, as requested
- Advising Faculty and Residents on Departmental policies
- Disseminating and distributing all training-related information for Residents and Faculty
- Preparing verification letters and maintaining career resources for senior Residents
- Coordinating social and retreat activities for Residents and Faculty
Departmental Facilities and Resources:
- Maintaining learning materials including books, journals, computers, and other audiovisual materials
- Assisting Residents/Faculty in the use of computers and applications
- Maintaining audiovisual and other Program logistics equipment
- Maintaining the conference room scheduling
Other duties and responsibilities as assigned by the Residency Program Director, including:
- Actively participating in professional organizations like the ACGME, American College of Physicians, and the Alliance for Academic Internal Medicine/Association of Program Directors in Internal Medicine
- Attending professional development activities and meetings
- Performing miscellaneous duties and responsibilities determined by the Program

Education Qualifications

Bachelor's Degree required
Master's Degree preferred

Experience Qualifications

Minimum of 2 years of office administration experience, preferably in a healthcare setting or education setting
Experience working in Graduate Medical Education
Knowledge of our Resident Management System, New Innovations
Experience as a Residency Program Coordinator

Knowledge, Skills, and Abilities

Critical thinking and problem-solving skills.
Effective written and verbal communication skills.
Ability to adapt, grow, learn, and adjust to new and changing situations.
Understanding of the dynamics and mission and aims of the OBGYN Residency Program and its relationship with its primary institution and participating sites/institutions.
Understanding of the management structure of the Residency and ability to maintain effective working relationships with supervisors and co-workers
Understanding and application of general human resources functions and principles
Excellent interpersonal and communication skills to work effectively with others
Ability to independently prioritize work for oneself and others in order to meet deadlines
Ability to know scope of work and make decisions effectively and to escalate issues, as needed
Ability to learn and utilize resources effectively, including proficiency with computer applications, online resources and equipment by the Program and the Institution
Strong project management and excellent organization skills
Ability to effectively handle confidential matters
Understanding and application of general financial and budgetary processes and principles
Understanding and application of record keeping principles and confidentiality (including HIPAA compliance)
Understanding of ERAS and other Residency software and applications
Demonstrates commitment to continual advancement of verbal and written communication and other needed skills

At Holy Name, we believe in rewarding every team member with more than a paycheck—we invest in your future and well-being. Full-time and part-time employees have access to a comprehensive benefits package designed to support your health, financial security, and quality of life. We offer low-cost medical coverage with generous employer contributions, dental and vision plans, discounted prescriptions, and access to on-site child care. Additional benefits include 401(k) matching, tuition reimbursement, paid time off, flexible spending accounts, legal and voluntary coverage options, life insurance, and free on-site parking. If you are hired at Holy Name, your final base compensation will be determined based on factors such as employment status (Full/Part-Time or Per Diem) skills, education, and/or experience. In addition to those factors – we believe in the importance of pay equity and consider any internal equity of our current team members as a part of any final offer. Pay Range: $79,997.00 - $95,992.00

Holy Name is a mission-driven facility whose quality standards and philosophy are rooted in the principles of its founders, the Sisters of St. Joseph of Peace. Those principles are exercised daily by the Medical Center's dedicated and talented staff members. Holy Name is an Equal Opportunity Employer.

Holy Name Medical Center

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