This position requires the selected person to live in Madras or Central Oregon area. You will support OHSU Family Medicine Residency Rural Track Program (RTP) related activities within this position. The RTP Coordinator participates in GME program development and related projects from inception to implementation. The coordinator supports the RTP Residency directors, community liaisons, residency faculty, and other administrative staff in coordinating the scheduling processes for all required clinical experiences. Collaborates with OHSU Portland Residency coordinators, directors, community liaisons, and residency faculty. Represents OHSU, St. Charles, Mosaic, IHS Warm Springs and develops relationships to fulfill the mission of the RTP and carry out necessary activities. Local travel includes meetings with health professionals, clinic sites, and occasional regional or statewide travel. This position will require a thorough and detailed knowledge of national accreditation requirements for Family Medicine as set forth by the Accreditation Council of Graduate Medical Education and the American Board of Family Medicine. The role also requires detailed knowledge of involved hospital and clinic policies and a high degree of initiative, independent judgment, problem-solving, technical abilities, and leadership skills. You 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 Supervisor. 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.

This position plays a vital role in supporting the residency by independently performing a variety of administrative and technical functions, including: ADMINISTRATIVE SUPPORT

• Provide administrative support for the RTP Program Supervisor, Director as well as collaboration with the Portland Residency faculty and staff including but limited to scheduling

PROGRAM COORDINATION

• Schedules and coordinates the multiple Resident learners working in clinical sites in Madras, Prineville and Warm Spring, seamlessly integrating ACGME, program, department, and learner needs with the needs of preceptors, faculty, clinical sites, and health systems.
• Helps achieve long-range objectives, short-term operational goals of the program and assists in the development of operating plans.
• Oversee MedHub Residency Management System
• Maintain graduate database and processes verification requests

REGIONAL RELATIONSHIPS

• Under the direction of the Program Director and Program Supervisor, maintain strong collaborative relationships with individuals and partner organizations in the region.
• Monitor resident and faculty satisfaction and provide feedback to the Program Director and Program Supervisor as needed.
• Ensure residents are aware of community events. Coordinate and support community driven resident interactions.

RESIDENT SCHEDULE CREATION AND MANAGEMENT

• 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.
• Manage annual creation of resident rotation schedules of 12+ resident physicians and process schedule change requests that occur throughout the year.
• Communicate and collaborate with outside services, both internal to OHSU, St. Charles, Mosaic, and IHS Warm Springs as well as external training sites to develop schedules that meet educational requirements.  Schedules include but not limited to inpatient rotations, call, continuity clinic, and specialty clinics.
• Coordinate scheduling and delivery of didactic content
• Manage web-based electronic scheduling system and interface with residency management software including schedule build and data mapping.
• 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 for residents and prepare score reports for residents and advisors
• Assist with resident CME requests as needed
• Run monthly continuity clinic scheduling report and review with residency staff and leadership to project ability to meet clinic visit metrics.

COMPLIANCE AND EVALUATION

• Schedule and facilitate Clinical Competency Committee meetings semi-annually.
• Develop and implement 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 CME time, complex schedule change requests, and leave plans based on in-depth knowledge and understanding of program policies.
• Develop and maintain tracking and reporting tools to monitor completion of required experiences.
• Evaluate scheduling systems and procedures for effectiveness and propose process improvement initiatives to standardize and streamline workflows.
• Assists with maintaining program compliance
• Coordinates annual reporting processes including ACGME and ABFM surveys, ABFM Residency Training Management System, program updates via ADS, GME Census and GME Track.
• Create and facilitate execution of Program Letters of Agreement to ensure learner participation in outside activities

RECRUITMENT

• Coordinate annual recruitment process including but not limited to application processing and screening, creation of interview schedules, interview day logistics, and evaluation and ranking procedures.
• Ensure accurate records are maintained in the ERAS application program and serve as applicant point of contact.
• Coordinate with staff and faculty to plan program orientation and onboarding for incoming residents.
• Coordinate off-site/virtual recruitment events, booths, and materials with marketing supervisor.

OTHER DUTIES AND RESPONSIBILITIES

• Support residency committees, subcommittees, and workgroups
• Assist with residency events as needed
• Provide meeting support as assigned including but not limited to scheduling and creating agendas
• Other duties as assigned.

Education:

• 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.

Experience:

• 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, analyzing processes, and providing suggestions for improvements.
• Previous experience handling confidential information.
• Demonstrated experience coordinating multiple ongoing projects.
• Demonstrated experience communicating to a variety of stakeholders.

Job Related Knowledge, Skills and Abilities (Competencies):

• Excellent verbal, professional writing and presentation skills.
• Administrative skills coordinating complex schedules.
• Commitment to fostering diversity equity and inclusion, specifically regarding the social, cultural, economic, demographic and healthcare characteristics of rural and tribal populations.
• Ability to learn desktop and web-based programs such as smartsheet, survey monkey and Qualtrics

Education:

• Bachelor’s degree

Experience:

• 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, such as Sakai).
• Experience with coordinating meetings, seminars or conferences.
• Familiarity with web-based storage solutions such as One Drive.
• Proficient in Smartsheet or other Project Manager software

WORKING CONDITIONS:

• The majority of work will be performed in an office setting; Monday-Friday.
• Must be comfortable working independently without direct supervision.
• Statewide travel is required.

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu. As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.