At Houston Methodist, the Senior Residency Program Coordinator is responsible for working closely with Methodist's Graduate Medical Education (GME) office and attending physicians. This position supports the program directors, the faculty, and the residents by coordinating administrative functions for residency training programs. The Senior Residency Program Coordinator position works independently and collaboratively in teams. This position will have the responsibility of one or more of the following: responsibility for complex programs and/or coordinating the work in the program and must have relevant understanding of the entire program from the Program application forward. The Senior Residency Program Coordinator position may coordinate the work of other residency coordinators and/or administrative assistants for the residency programs.

PATIENT AGE GROUP(S) AND POPULATION(S) SERVED
Refer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
  • INTEGRITY: We are honest and ethical in all we say and do.
  • COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
  • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
  • RESPECT: We treat every individual as a person of worth, dignity, and value.
  • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Displays cultural humility, diversity, equity and inclusion principles

• Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

PEOPLE ESSENTIAL FUNCTIONS

• Assists the GME office with the following: New Resident Orientation, Graduation ceremonies, Internal Reviews, Licensure, Permit and Certification standing of all program residents. Coordinates medical school observers, rotating residents, and fellows.

• Works with Program Directors, the department administrator, the GME Office, and the residents to facilitate all aspects of the Residency training program which may include some public relations and/or efforts to improve the facilities or services available for the Residents.

• Facilitates open, professional (verbal, nonverbal, written) communication to achieve mutual understanding. Communication to promote both work efforts and problem resolution is clear and professional, providing the highest quality service during every customer encounter.

• Collaborates to foster healthy relationships in the work environment such as mitigation of conflict. Provides recommendations for the improvement of department scores for employee engagement.

SERVICE ESSENTIAL FUNCTIONS

• Works closely with the GME Office to establish program letters of agreement and to provide detailed information on the experience. Independently assembles, prepares, and distributes materials to provide residents with appropriate information.

• Enters and maintains currency of data into Residency Management Software Suite, including demographic, rotation, schedule, evaluation, conference, and licensure information. Provides reports on Residents' educational experiences and performance of duties on a regular basis.

• Implements department and GMEC policies pertaining to house staff. As delegated, represents Program Director on program administrative matters. Coordinates and schedules all aspects of conferences, including presenters, audio/visual equipment, and meals and/or refreshments.

• Maintains current database of faculty and resident publications, grants, presentations, and awards. Updates operative statistics, publications, grants, and residency information on the department's website on a regular basis.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Prepares reports on operative procedures as needed for Program Directors, the department annual report and website, the Methodist GME office, and the Accreditation Council for Graduate Medical Education (ACGME) Residency Review Committee (RRC).

• Assists with data collection for the Residency accreditation reviews. Performs data management and analysis with little supervision, assisting in data collection for questionnaires or medical record-based research projects. Conducts data analysis and creates reports and spreadsheets using various software, based on department needs or deliverables, to track benchmarks and make recommendations for change.

• Ensures quality and timely execution of deliverables. Coordinates multiple deadlines including but not limited to reports and presentations. Utilizes technology resources to conduct research for assigned tasks. Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.

FINANCE ESSENTIAL FUNCTIONS

• Uses resources efficiently; does not waste supplies. Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.

• Contributes towards meeting department financial targets through optimizing efficiency and other areas according to department specifications. Provides recommendations to reduce expenses.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Represents the department on the Graduate Medical Education Committee (GMEC), GME Internal Review Panel and/or other designated department or GME committees.

• Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the My Development plan on an on-going basis. Ensures own career discussions occur with appropriate management.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION

• Bachelor's degree in business, Healthcare Administration or related field or additional four years of experience, two which must be at Houston Methodist in an academic setting coordinating residency training programs, in lieu of degree

WORK EXPERIENCE

• Three years' experience in an academic setting coordinating residency training programs

• Lead coordinator experience specifically relating to the program/specialty in which the position resides preferred

LICENSES AND CERTIFICATIONS - REQUIRED

• Certification program specific to specialty area

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations

• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security

• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles

• Advanced knowledge of all Microsoft Applications, including word processing, spreadsheet, and graphics software

• Ability to establish strong professional working relationships with the various educational support departments

• Ability to function independently and work well as cross-functional and interprofessional teams

• Must have well-developed organizational skills

• Attention to detail with a high priority for timely and accurate information

• Familiarity with medical anatomy and terminology desirable

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform No
• Scrubs No
• Business professional Yes
• Other (department approved) No

ON-CALL*
*Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL**
**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area Yes
• May require travel outside Houston Metropolitan area Yes

Houston Methodist Specialty Physician Group - As one of the nation’s leading hospitals and academic medical centers Houston Methodist has brought together some of the nation’s leading experts in multiple specialties to serve our patients.  As part of Houston Methodist Specialty Physician Group (HMSPG), these specialists not only provide excellent clinical care, but are on the forefront of research, developing leading-edge technologies and treatments, and teaching the medical pioneers of tomorrow.  This combination of clinical service, research and academics ensures patients have access to the latest in treatments and technologies while providing the best in comprehensive patient care.  Established as a non-profit corporation and certified by the Texas State Board of Medical Examiners, HMSPG enables physicians to maintain autonomy with respect to their clinical practice while growing their practice within an academic environment.