Residency Program Coordinator – Pediatric Residency

Come join the staff at OU HSC and become a part of Oklahoma's premier research university which leads the state in education and career opportunities. OU HSC is one of only four comprehensive academic health centers in the nation with seven professional colleges. We are currently building world-class institutes for the treatment of diabetes and cancer. We are looking for a Residency Program Coordinator to join the team!

This position performs under general supervision with results being reviewed for compliance with established guidelines and desired goals. The Residency Program Coordinator ensures compliance with current guidelines of the Graduate Medical Education (ACGME), the Commission on Dental Accreditation (CODA), and applicable specialty boards. Coordinates the day-to-day operations of the residency and/or fellowship program for residents and fellows under the guidance of the Program Director. Ensures planning activities, assessments, data analysis, and reports are completed efficiently and in a timely manner. Maintains critical files and information.

Duties\:

• Compliance\: Ensures the residency program maintains compliance with ACGME, CODA, Board specialty requirements. Ensures resident and faculty compliance with institutional ACGME and CODA requirements. Oversees licensure process for trainees. Monitors trainee duty hours to ensure compliance.
• Scheduling\: Develops the annual residency work schedule and project plan for the accreditation cycle. Develops, administers, and coordinates clinical rotation and on-call schedules.
• Data Management\: Manages computerized information systems for collecting and storing program data, generating management reports, and documentation. Compiles data for annual ACGME and CODA ADS (Accreditation Data System) online reports and surveys. Updates information on all required program software. Ensures all information is available for hospital CMS (Centers for Medicare and Medicaid Services) reimbursement. Establishes and maintains a systematic file system for confidential documents, assuring proper security measures are in place.
• Evaluations\: Manages confidential resident performance evaluations, evaluation of faculty, and the education programs. Prepares reports and related correspondence. Coordinates the evaluation process for residents, faculty, training programs and locations, and assures continuous follow-up for timely completion.
• Administration\: Receives, reviews, and addresses or reroutes problems and/or complaints from program participants to appropriate faculty. Advises or engages Program Director in problem resolution, as appropriate. Maintains residency program records and evaluations. Facilitates verification of training process for past trainees. Completes program reports in accordance with accreditation standards and tracks participant progress through the program for completion of requirements. Coordinates information required for ongoing program recertification. Staffs residency selection and applicant ranking committees. Develops and maintains applicant databases.  Ensures receipt of required application materials. Maintains confidential applicant files. Prepares information for Ranking Committee Meeting. Assists the Program Director in preparing the rank order list of applicants for the National Resident Matching Program (NRMP) and/or specialty matching program. Schedules appropriate program committee and council meetings. Initiates and develops informational materials including newsletters, brochures, training materials and manuals as appropriate to the program. Updates information for residency program website and other data management systems. Plans special activities throughout the academic year, such as retreats, holiday events, and graduation. Prepares for, organizes, and participates in accreditation site visits, annual program updates and special reviews.
• Recruiting and Selection\: Manages and coordinates all administrative duties relative to the recruitment and selection process. Coordinates candidate interviews and resident recruitment and selection process. Responds to applicant inquiries, organizes the application review and interview process, and coordinates interview days.
• Onboarding\: Coordinates personnel/employment administration and associated services to residents. Develops and maintains personnel records and files for house staff engaged in the program. Manages the onboarding/matriculation process of new trainees. 

This position is grant funded and is contingent, in part, upon the continued receipt of these funds. We expect the position to be funded through June 2030 and we will notify you if this changes. Payment of accrued but unused Paid Time Off will be in accordance with 7.5.1.3 Payment of Accrued Leave Upon Termination.

Come join the staff at OU HSC and become a part of Oklahoma's premier research university which leads the state in education and career opportunities. OU HSC is one of only four comprehensive academic health centers in the nation with seven professional colleges. We are currently building world-class institutes for the treatment of diabetes and cancer. We are looking for a Residency Program Coordinator to join the team!

This position performs under general supervision with results being reviewed for compliance with established guidelines and desired goals. The Residency Program Coordinator ensures compliance with current guidelines of the Graduate Medical Education (ACGME), the Commission on Dental Accreditation (CODA), and applicable specialty boards. Coordinates the day-to-day operations of the residency and/or fellowship program for residents and fellows under the guidance of the Program Director. Ensures planning activities, assessments, data analysis, and reports are completed efficiently and in a timely manner. Maintains critical files and information.

Duties\:

• Compliance\: Ensures the residency program maintains compliance with ACGME, CODA, Board specialty requirements. Ensures resident and faculty compliance with institutional ACGME and CODA requirements. Oversees licensure process for trainees. Monitors trainee duty hours to ensure compliance.
• Scheduling\: Develops the annual residency work schedule and project plan for the accreditation cycle. Develops, administers, and coordinates clinical rotation and on-call schedules.
• Data Management\: Manages computerized information systems for collecting and storing program data, generating management reports, and documentation. Compiles data for annual ACGME and CODA ADS (Accreditation Data System) online reports and surveys. Updates information on all required program software. Ensures all information is available for hospital CMS (Centers for Medicare and Medicaid Services) reimbursement. Establishes and maintains a systematic file system for confidential documents, assuring proper security measures are in place.
• Evaluations\: Manages confidential resident performance evaluations, evaluation of faculty, and the education programs. Prepares reports and related correspondence. Coordinates the evaluation process for residents, faculty, training programs and locations, and assures continuous follow-up for timely completion.
• Administration\: Receives, reviews, and addresses or reroutes problems and/or complaints from program participants to appropriate faculty. Advises or engages Program Director in problem resolution, as appropriate. Maintains residency program records and evaluations. Facilitates verification of training process for past trainees. Completes program reports in accordance with accreditation standards and tracks participant progress through the program for completion of requirements. Coordinates information required for ongoing program recertification. Staffs residency selection and applicant ranking committees. Develops and maintains applicant databases.  Ensures receipt of required application materials. Maintains confidential applicant files. Prepares information for Ranking Committee Meeting. Assists the Program Director in preparing the rank order list of applicants for the National Resident Matching Program (NRMP) and/or specialty matching program. Schedules appropriate program committee and council meetings. Initiates and develops informational materials including newsletters, brochures, training materials and manuals as appropriate to the program. Updates information for residency program website and other data management systems. Plans special activities throughout the academic year, such as retreats, holiday events, and graduation. Prepares for, organizes, and participates in accreditation site visits, annual program updates and special reviews.
• Recruiting and Selection\: Manages and coordinates all administrative duties relative to the recruitment and selection process. Coordinates candidate interviews and resident recruitment and selection process. Responds to applicant inquiries, organizes the application review and interview process, and coordinates interview days.
• Onboarding\: Coordinates personnel/employment administration and associated services to residents. Develops and maintains personnel records and files for house staff engaged in the program. Manages the onboarding/matriculation process of new trainees. 

This position is grant funded and is contingent, in part, upon the continued receipt of these funds. We expect the position to be funded through June 2030 and we will notify you if this changes. Payment of accrued but unused Paid Time Off will be in accordance with 7.5.1.3 Payment of Accrued Leave Upon Termination.

Required education\: Associate's Degree in Business Administration, Public Health, or related field, AND\:

• 12 months of responsible administrative experience.

Equivalency/Substitution\: Will accept 24 months of related experience in lieu of an Associate's Degree, for a total of 36 months' experience.

Skills\:

• Basic knowledge of institutional program requirements.
• Ability to quickly learn and apply RRC common and specialty program requirements.
• Ability to quickly learn and operate MedHub Residency Management System.
• Must be detail oriented.
• Ability to prioritize and multitask.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with a collaborative work style.
• Excellent computer skills and proficiency with Microsoft Office applications.
• Ability to work in stressful situations and meet deadlines.
• Ability to work independently and as part of a team.

Working Conditions\:

• Physical\: 
  • Sit for prolonged periods. 
  • Communicate effectively and listen. 
  • Use of a computer.
• Environmental\: 
  • Standard office environment.

Why You Belong at the University of Oklahoma\: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement\: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.

Required education\: Associate's Degree in Business Administration, Public Health, or related field, AND\:

• 12 months of responsible administrative experience.

Equivalency/Substitution\: Will accept 24 months of related experience in lieu of an Associate's Degree, for a total of 36 months' experience.

Skills\:

• Basic knowledge of institutional program requirements.
• Ability to quickly learn and apply RRC common and specialty program requirements.
• Ability to quickly learn and operate MedHub Residency Management System.
• Must be detail oriented.
• Ability to prioritize and multitask.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with a collaborative work style.
• Excellent computer skills and proficiency with Microsoft Office applications.
• Ability to work in stressful situations and meet deadlines.
• Ability to work independently and as part of a team.

Working Conditions\:

• Physical\: 
  • Sit for prolonged periods. 
  • Communicate effectively and listen. 
  • Use of a computer.
• Environmental\: 
  • Standard office environment.

Why You Belong at the University of Oklahoma\: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement\: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.