EDUCATION PROGRAM COORDINATOR

Education Program Coordinator

Job Summary:
With oversight from the Designated Institutional Official (DIO), Program Director, and Chief Medical Officer (CMO), the Education Program Coordinator is responsible for the operational and financial management of accredited and non-accredited residency training programs. This role supports program administration, recruitment, compliance, and workflow management while maintaining strong communication with faculty, residents, and external partners. The Coordinator also oversees medical student rotations at the Franklin Core Site.

Essential Functions:

• Provides administrative support to the Program Director and DIO, including project tracking and workflow improvement.
• Evaluates processes to improve efficiency and cost effectiveness and recommends improvements.
• Interprets and applies ACGME and other accrediting body requirements to ensure compliance.
• Provides administrative supervision and support to residents, interns, and fellows.
• Serves as a liaison between trainees and administration, as well as external hospitals and departments.
• Communicates policy and procedure updates to trainees.
• Tracks licensing, credentialing, contracts, and compliance requirements for trainees.
• Manages materials for exams and assists with proctoring as needed.
• Maintains databases and residency management systems.
• Coordinates evaluation processes for trainees, faculty, and programs.
• Develops and distributes call schedules.
• Manages purchasing, equipment needs, and supply ordering.
• Plans and coordinates program events such as recruitment, orientation, graduation, and faculty meetings.
• Organizes meetings, prepares materials, and develops program communications and publications.
• Maintains program websites and external communications.
• Manages ERAS and residency recruitment processes, including Match coordination.
• Coordinates visa documentation in collaboration with Human Resources.
• Prepares for ACGME site visits, self-studies, and reviews.
• Monitors duty hours and trainee activity compliance.
• Responds to inquiries from applicants and residents.
• Submits monthly reports to leadership.
• Performs additional duties as assigned.

Medical Student Program Responsibilities:

• Supports the Core Site Director in recruiting and retaining preceptors.
• Maintains preceptor schedules and credentialing documentation.
• Coordinates student rotations, orientation, and ongoing support.
• Ensures compliance with medical school requirements and policies.
• Manages evaluations, schedules, and system documentation (e.g., E*Value).
• Coordinates clerkship activities and student engagement events.
• Collaborates with leadership to meet student educational needs.

Additional Responsibilities:

• Provides administrative guidance to residents regarding deadlines and requirements.
• Assists in budget development, monitoring, and reporting for residency programs.
• Maintains knowledge of accreditation standards and institutional policies.

Customer Satisfaction Requirements:

• Provides exceptional service to staff, residents, students, visitors, and patients.
• Assists in resolving concerns and coordinating solutions across departments.
• Maintains a professional, courteous, and welcoming environment.

Performance Standards:
Performance is evaluated annually, with a satisfactory rating considered the minimum acceptable standard.

Health and Safety Requirements:

• Adheres to safety regulations, policies, and procedures.
• Completes annual Safety and Hazard Communication training.
• Maintains knowledge of OSHA and CLIA requirements.
• Maintains required health records, including TB testing and hepatitis immunization.

Privacy Rule Compliance Requirements:

• Adheres to HIPAA Privacy Rule policies and procedures.
• Completes required privacy training annually or as updated.
• Protects patient information in compliance with national standards.
• Ensures appropriate security of patient records.

Qualifications:

Education and Experience:
Bachelor’s degree from an accredited institution required. Minimum of three to five years of administrative experience, preferably in a healthcare or educational setting.

Knowledge, Skills, and Abilities:

• Strong written and verbal communication skills.
• Ability to organize and manage complex information and workflows.
• High level of initiative and independent decision-making ability.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).

Physical and Mental Requirements:

• Ability to work under stressful conditions or irregular hours.
• Ability to communicate clearly and exercise sound judgment.
• Strong organizational and decision-making skills.

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