Program Coordinator

JOB SUMMARY:

The Program Coordinator - Medical Education Office  in Medical Education Office provides educational, logistical and organizational program coordination and support for Director of Medical Education and Program Directors of Residency and Fellowship Training programs in Sidra. The incumbent provides administrative support to the department of medical education in the accreditation projects, residents and faculty development program and daily functions of the department. He/ she assists the Program Director(s) of Residency and Fellowship Training Programs in Sidra to develop, plan and administer the program activities and residents/ fellows rotations, monitor their evaluation and compliance of ACGMEI accreditation standards across the program; supports the Director of Medical Education and Program Director(s) in ensuring the training program activities meet all relevant criteria, policies, procedures and ACGMEI and JCI accreditation standards and requirements. He/ She maintains documentation and records and assists in preparing reports related to the ongoing compliance with ACGMEI and JCI accreditation standards.

KEY ROLE ACCOUNTABILITIES:

• Updates ACGMEI Accreditation database system (ADS) and monitors the compliance among Residents, Fellows and Faculty to complete the evaluation forms and ACGMEI surveys.

• Documents and updates records of medical students, residents and fellows either on paper-based files or into electronic database management system (MedHub).

• Prepares and compiles documents and residents evaluation forms required for Graduate Medical Education Committee and clinical Competency Committee meetings and records minutes and follows up the actions. 

• Supervises the scheduling and setting up of meetings and counseling sessions between DIO / Program Director and Residents/ Fellows as required.

• Coordinates the day-to-day operational and administrative aspects of Sidra's Medical Education Office. 

• Provides administrative support to program Director of Residency / fellowship Training program and assists in running the daily training schedule for residents and activities of the program in compliance with ACGME standards. 

• Supports the Medical Education Office and Program Director in collecting, screening application for residency and fellowship programs and entering data into ADS and MedHub during the site visit and Internal Reviews. 

• Supports the Medical Education Office and Program Directors in the annual recruitment activities of residents and fellows, scheduling interviews and recruiting the new residents and fellows on annual basis.

• Ensures the collection, compilation of data and program annual report and evaluation reports for residents and fellows for the preparation of Program Evaluation Committee meetings.

• Supports the Program Director and Medical Education Office in compiling data and program information required for ACGMEI surveys and accreditation site visit. 

• Monitors the compliance to ACGMEI accreditation standards and GME Policies and Procedures among residents and fellows in the program by checking duty hours log and feedback reports.

• Supports the Medical Education Office and Program Director in preparing PLA, the master rotation schedule of residents / fellows, didactic schedule, duty rosters and monitoring compliance among residents to complete duty hours and surveys using Residency Management System (Med-Hub).

• Manages the Clerkship Training schedule of Medical Students and assists in collecting the students' evaluation from faculty. 

• Communicates the complaints received from Residents, Fellows and faculty to Medical Education Office and Program Director in a professional and confidential manner. 

• Plans and supervises annual events in medical education office and training program including recruitment, orientation, and graduation of residents. 

• Supports the Medical Education office and Program Director with specific activities related to institutional and program level orientation, process resident paperwork and assisting the program director as needed with residents during the probationary period.

• Supports the Medical Education Office and training program in organizing the clinical teaching workshops and professional development training programs for faculty and residents / fellows. 

• Develops, implements and oversees the maintenance of filing, record-keeping and distribution of materials to the online Residency Management Program (Med-Hub).

• Coordinates and communicates with academic partners and participating site to facilitate and accommodate the training requests for medical students, residents and fellows. 

• Coordinates and communicates with internal departments and stakeholders in Sidra and respond to their enquiries. 

• Coordinates and communicates accreditation standards and GME policies and procedures with internal departments and stakeholders in Sidra.

• Supports the Medical Education Office in completing the institutional accreditation application form, compiling reports, updating policies and procedures and ancillary documents essential for the institution accreditation in preparation for ACGMEI site visit. 

• Supports the Medical Education Office in completing the accreditation form, compiling reports & data, updating policies and procedures and ancillary documents in preparation for JCI site visit. 

• Utilizes and monitors ACGMEI Accreditation Database System (ADS) and MedHub on a daily basis to track program activities and to update the overall program, trainees' data, evaluation forms, and duty hours and surveys requirements as needed.

• Supervises the compilation of data and assists in preparing the annual reports for Medical Education Office and Annual Program Report on the status of the training programs' compliance with accreditation standards and identifies risks and recommends mitigation action.

• Delivers a professional, welcoming first point of contact to all stakeholders (medical students, residents, fellows, faculty, physicians, nurses, other healthcare professional, leaders and representatives of partner institutions). 

• Resolves problems as they arise and ensures that staff and external partners are updated in a timely fashion.

• Coordinates the revision and update of all relevant Medical Education / GME forms, policies, and procedures, and publishes the most current version on the portal.

• Prepares Power Point presentations, memos, letters, spreadsheets and other documents as required for medical education office and the training program.

• Identifies and communicates opportunities for improvement to processes within the department and training program.

• Supports in facilitating the concept of One Program, Multiple Institutions.

• Adheres to Sidra's standards as they appear in the Code of Conduct and Conflict of Interest policies.

• Adheres to and promotes Sidra's Values.

QUALIFICATIONS, EXPERIENCE AND SKILLS:

ESSENTIAL

PREFERRED

Education

Bachelor's degree in Business Administration or  Education 

Experience

3+ years' experience in a senior administrative coordination role or project management role in a large organization.

• Healthcare experience

• 5+ years' experience in working in Medical Education Office

• Possesses administrative or coordinator experience in academic institution

Certification and Licensure

Professional Membership

Job Specific Skills and Abilities

• Demonstrated ability to plan, develop, and coordinate multiple projects.

• Demonstrated ability to gather data and compile information using relevant technology and prepare and provide reports as necessary for ACGMEI / JCI accreditation activities.

• Ability to maintain confidentiality and respect privacy of colleagues

• Ability to work in a stressful work environment

• Ability to adapt to a dynamic/ multi-cultural work environment

• Ability to adapt accreditation standards into processes and procedures as needed. 

• Attention to detail and accuracy.

• Skilled in meeting deadlines.

• Demonstrated judgment, initiative and discretion.

• Excellent communication, organizational and administrative skills.

• Record maintenance skills.

• Proficiency with Microsoft Office suite

• Fluency in written and spoken English