DESCRIPTION OF POSITION:

• The Administrative Coordinator provides primary administrative and operational support to the Family Medicine Residency Practice Director, Family Medicine Residency Program Director, Assistant Residency Coordinator, physician faculty, and residents. This includes time management and calendaring for the Practice Director and Program Director, prioritizing competing demands, and completing tasks under deadlines. This position will assist in tracking and maintain pertinent documentation required by the Accreditation Council for Graduate Medicine Education (ACGME) by maintaining resident files and through data collection. In addition to departmental secretarial duties, this position will prepare reports and forms required for accreditation, assist with site visits, maintain and update surveys, assist in coordination of special events, assist with residency and student schedules, rotations, and evaluations.
• The Administrative Coordinator must demonstrate mature judgment, maintain confidentiality, the ability to gather and interpret data and prioritize information regarding the Family Medicine Residency Program. Advanced graduate medical education (GME) knowledge and skills are preferred.

SUPERVISION: Reports directly to Practice Director

RESPONSIBILITIES AND DUTIES:

• Provide operational and administrative support to the Family Medicine Residency program staff and faculty including basic administrative functions such as answering telephones, copying, scanning, catering requests, departmental mail, preparing payables for reimbursement, assisting with event planning, scheduling, preparing equipment for conferences, and other duties as required.
• Manage databases including data collection, coding, analysis, and storage in order to track, evaluate, and assist with the progression of individual residents to assure their experience is in compliance with the requirements defined by the ACGME Residency Review Committee. Compile, analyze, and develop various reports on resident experiences throughout the affiliate healthcare organizations.
• Gather, summarize, and disseminate statistical data for reports provided to the Accreditation Council of Graduate Medical Education (ACGME), American Board of Family Medicine, State of Louisiana, and various other organizations.
• Collect, analyze, and distribute surveys for resident recruitment, patient satisfaction, conferences, orientation, rotations, and additional applications as necessary. Deliver a summary and recommendations for impacted and related projects.
• Identify, prioritize, and manage confidential matters for the Practice and Program Director and others.
• Draft confidential resident and fellowship correspondence, credentialing, and recommendation letters for qualified applicants for physician faculty.
• Assist with ACGME site visits by ensuring that resident administration, staff, and residents have been informed of the process; that GME has all of the pertinent program information in a timely and efficient manner.
• Manage all aspects of daily office functions, including office supplies, vendor, and departmental contacts, departmental communications, conference preparation, organizing and maintain files, and other related duties.
• Clerkship Coordinator for medical student rotations including communications with the medical school and students, coordinating housing, create and modify schedules, prepare materials and provide departmental orientation.
• Upload and disseminate resident and clinic schedules on paper, in New Innovations, and other scheduling software.
• Assist with the coordination of presentations for the daily conference schedule.
• Utilize the Electronic Resident Application System (ERAS) to respond to phone and email requests from applicants.
• Assist and/or develop interview schedule and communicate changes as necessary.
• Assist with the coordination of welcome dinners, hotel stay for applicants, prepares applicant packets for review, and other recruitment activities as assigned.
• Assist in the gathering of all pertinent information associated with the resident orientation and onboarding, including verifying ACLS certification for all incoming residents.
• Assist with distributing needed materials/data for meetings.
• Assist with the coordination of special events to include recruitment fairs, recruitment dinners, departmental events, resident orientation, and graduation.
• Maintain all marketing materials required for special events and keeps them up to date.
• Prepare give away items and recruitment packets for fairs and interview candidates.
• Maintain personal, professional competency through in-service, self-directed education, meeting attendance, and national conferences as required.
• Maintain a safe, orderly working environment.
• Ensure that HIPAA regulations are adhered to at all times.
• Ensure that PCMH compliance policies are adhered to at all times.
• Adhere to hospital and department mission statements, policies, and procedures.
• Perform other job duties as assigned.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

EDUCATION AND WORK EXPERIENCE

• Two year degree in business or a minimum of 3 years demonstrated experience in higher level administrative support position, preferably in Graduate Medical Education (GME) or medical office.
• Must be proficient in Microsoft Word, Excel, Outlook, and Power Point, as well as have the ability to quickly learn various required software.
• Must have superior interpersonal, professional, and organizational skills.
• Excellent verbal and written communication skills required.
• Must be a well organized, self starter, exhibiting a high degree of professionalism and the ability to plan and meet deadlines as required.
• Must have the ability to maintain confidentiality at all times.
• Experience with electronic medical records systems (EMR) is a plus.
• Medical terminology is a plus but not required.
• Broad range of administrative and technical skills in the context of the healthcare environment.
• Impacts activities in other work areas on a frequent basis and contributes in multiple work areas.
• Make decisions based on departmental policy.
• Demonstrates critical thought process and can work independently.
• Provide feedback to assist with decision making process.
• Works well with others.
• Documents detailed information in patient chart.
• Requires listening skills to maintain cooperative associations.

Physical Demands/Work Environment

• Work environment may be physically confining.
• Must be able to exchange accurate information with patient, family, peers and medical personnel.
• There may be occasional evening or weekend work duties.
• Travel requirements for regional and national meetings and recruitment activities.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

“Experience Memorial” is more than a slogan, it’s the care we provide our patients and it’s the commitment to our community and our team members. As a nationally certified Great Place to Work, at Lake Charles Memorial Health System you will have the opportunity to be a part of an organizational culture that supports not only exceptional patient care but also the well-being and professional growth of our employees. Join us and be a part of a team where your contributions are valued, your growth is nurtured, and your success is celebrated.

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