I. JOB OVERVIEW
Job Description Summary: The George Washington University (GWU) School of Medicine and Health Sciences (SMHS) is the sponsoring institution for residency and fellowship programs accredited by the Accreditation Council for Graduate Medical Education (ACGME). The Graduate Medical Education (GME) Office provides oversight and support for all ACGME-approved residencies at GWU SMHS and all of its affiliate institutions. GME serves as the central office for 450 current residents and retains records for alumni residents. The office functions as a Dean's office, HR office, Alumni office, International services (processes J-1 visas for residents), and compliance office combined. The Program Coordinator manages the institutional employment and educational records of current and alumni resident physicians in accordance with University and SMHS policies, ECFMG regulations, ACGME requirements, and Medicare requirements for reimbursement. Includes credentialing of new residents, verification of training for current and alumni residents, preparation of employment contracts, processing of medical licenses and resident loan deferments, and onboarding of visiting residents. Serves as the office receptionist, provides administrative support for Associate Dean.
The purpose of this position is to provide general administrative support to and on behalf of an academic program or initiative. This role will serve as a point of contact for the program, will answer typical program questions, and will assist the program staff with a variety of functional and administrative support. Support could include answering routine and complex inquiries, enrollment assistance, updating websites and list-servs, planning and executing events, scheduling rooms, ordering equipment, processing payments, data entry, preparing reports, and similar duties. Often these roles are tasked with outreach to other GW stakeholders in order to assist in maintaining standard operational efficiencies. Typical duties often are administrative in nature including tasks that are routine, and under the general supervision of more senior personnel within the department, or program.
Duties include:
Record Management and Compliance - current resident physicians:
- Manages employment and educational records of 450 resident physicians currently employed at The George Washington University School of Medicine and Health Sciences in 41 ACGME-accredited residency and fellowship training programs.
- Initial review of applications (approximately 140/year) to determine missing documents; ensures timely receipt of all required documentation needed to issue resident physician employment contracts.
- Monitors MedHub system for return of completed and signed materials from new and continuing residents and performs follow-up to ensure return of documents.
- Enters all information for new resident physicians into database for credentialing purposes. Contacts medical schools, hospitals, and training programs to obtain primary source verification of medical school graduation and prior training, per ACGME requirements for all new residents; contacts ECFMG for verification of certification for international medical graduates.
- Prepares annual, quarterly, and monthly reports using database information as requested.
- Contacts program directors and residency coordinators to determine which resident physicians are rotating to facilities in DC and Virginia; provides instruction to resident physicians for the completion of medical licensure applications for the appropriate jurisdiction; ensures forms from the GME Office are properly completed; submits applications to the medical board for processing, if necessary.
- Completes information on resident physician deferment and forbearance applications and submits to loan agencies for approval.
- Creates annual DEA list and assigns and disseminates individual numbers to resident physicians; reports numbers to Hospital Pharmacy and Medical Staff.
- Registers visiting resident physicians with the GME office and provides access to parking and ID badges; coordinates with Hospital Medical Staff office and IT services to provide access to clinical systems.
- Verifies graduating resident physicians with program director and/or residency coordinator; prepares resident physician diplomas; oversees the graduating resident physicians' check-out procedures and out-processes each graduate; communicates initial post-graduate information to office of development and alumni relations.
- Maintains and ensures confidentiality of personal protected information. Record Retention and Management - alumni resident physicians:
- Manages files of alumni resident physicians who graduated from training programs following standard protocol for confidential information.
- Researches records of alumni resident physicians to complete training and employment verification requests; prepares standard letter or creates verification letter to certify the resident physician's competency for medical practice or licensing purposes. Must be able to prioritize requests and respond in a timely manner.
- Completes verification forms for Federal Government security clearances for current and former residents.
- Maintains confidentiality of personal protected information; prepares and distributes personal protected information in a timely manner within specific deadlines.
Customer Service:
- Serves as the GME Office receptionist
- Interacts with resident physicians, program directors, residency coordinators, deans, and senior staff on a daily basis.
- Assists resident physicians in person and via telephone and email with completing GME paperwork to include computer assistance with on-line forms.
- Coordinates logistics for meetings and presentations, to include ordering food from catering contractors; orders office supplies, places service calls for equipment.
- Coordinates and facilitates ordering of white coats for new and returning residents. Administrative Support:
- Provides administrative support for the Associate Dean for Graduate Medical Education, the Director of GME, and the Assistant Director of GME, to include the scheduling of meetings and events.
- Maintains calendar and schedules appointments and meetings for GME Associate Dean.
- Monitors the general GME Office email account; determines response or appropriate responder.
- Participates in and documents meeting minutes for monthly residency coordinator meetings.
- Notifies department chairs, program directors, resident physicians, and coordinators of resident non-compliance issues, including health clearances and document deficiencies.
- As a member of the GME Office team, assist with planning and implementation of GME events, including but not limited to the annual 5-day orientation for new resident physicians, monthly core curriculum sessions, and the annual resident appreciation day. This may require occasional work outside the normal business hours.
Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
Minimum Qualifications: Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.
Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications: - Bachelor's degree in an relevant area of specialization or equivalent combination of training and experience.
- Two+ years of relevant experience desired. Experience in Graduate Medical Education preferable.
- Excellent writing, communication, customer service and organizational skills; initiative in creating processes for more efficient; proficiency in Microsoft Office Suite; ability to work independently with minimal supervision; the ability to maintain confidential standards.
Typical Hiring Range $21.27 - $27.63 How is pay for new employees determined at GW?
II. JOB DETAILS
Campus Location: Foggy Bottom, Washington, D.C.
College/School/Department: School of Medicine and Health Sciences (SMHS)
Family Academic Affairs
Sub-Family Program Administration
Stream Service and Support
Level Level 3
Full-Time/Part-Time: Full-Time
Hours Per Week: 40
Work Schedule: Monday through Friday, 8:30 am - 5:00 pm
Will this job require the employee to work on site? Yes
Employee Onsite Status Hybrid
Telework: Yes
Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search
Special Instructions to Applicants: Employer will not sponsor for employment Visa status
Internal Applicants Only? No
Posting Number: S013033
Job Open Date: 05/16/2024
Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire.
EEO Statement: . click apply for full job details