Overview:
Working alongside the Sr. Program Manager, the Program Coordinator is responsible for the operational management of the ACGME-accredited LifeLong Medical Care Family Medicine Residency Program. The Program Coordinator plays a vital role in coordinating the administrative workflow necessary to maintain accreditation, including but not limited to developing and finalizing the block schedule, managing resident rotation schedules, overseeing onboarding for hospital host sites, coordinating didactic sessions, supporting residency events, tracking and reporting resident progress to relevant stakeholders, facilitating program and committee meetings, managing visiting learner logistics, and ensuring residents comply with credentialing and certification requirements throughout their training.
This is a full time, benefit eligible in Berkeley, CA.
LifeLong Medical Care is a multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more.
Benefits
Compensation: $70k - $80k/year. We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including ten paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan
Responsibilities:

ESSENTIAL SKILLS

• Excellent written, electronic, and verbal communication skills
• Exceptional organization skills.
• Ability to handle sensitive/confidential information in a professional manner.
• Working knowledge of Word Office Suite.
• Ability to work independently, including decision making/prioritizing.

Qualifications:

• Bachelor’s Degree or equivalent education and experience
• 2 years of experience in relevant position

PREFERRED QUALIFICATIONS

• Experience with Medical Education and relevant databases and software.

• Responsible for the day-to-day operational coordination of the Family Medicine Residency Program (FMRP) Teaching Health Center (THC).
• Responsible for supporting designated FMRP Curriculum Directors with all administrative aspects of curriculum and site coordination including but not limited to:
• Resident scheduling with for internal and external training sites Act as primary point of contact for internal and external training sites
• Manage precepting coverage and scheduling of learner assignments
• Collaborate with host sites to secure and schedule learning experiences for residents based on curriculum objectives
• Create final rotation schedule for residents assigned to each rotation
• Send welcome email announcing resident schedule to host site to preceptors, GME staff, rotating resident
• Conduct quarterly check-ins with training sites to identify areas of optimization or improvement in the resident onboarding process
• Implement changes to rotation schedules as needed throughout the academic year
• Address issues as they arise and escalate as needed
• Independently Coordinate onboarding for designated external training sites:
• Complete, collate and submit onboarding documentation on behalf of the resident including:
• Collates medical clearance documentation
• Send host site attestations and disclosures to residents and submits to the hospital on their behalf
• Complete demographic information
• Submit licensing, diploma, letter of good standing and certificate of insurance to host site
• Pre-populate host site required onboarding packet
• Provide administrative support to Didactics Faculty Lead to independently coordinate weekly didactic program:
• Schedule presenters and faculty lead for topics using annual didactics calendar
• Send weekly email to residents and faculty confirming topics and speakers
• Send reminder emails to presenters and faculty
• Send calendar invites and meeting links to presenters and follow up to confirm speakers
• Attend didactics and track resident attendance
• Disseminate evaluations to residents and speakers
• Order meals
• Recording content and uploading content to resource library.
• Collect W9 and payment remittance information for non-LMC speakers
• Maintain resident files/portfolios via residency management system and Microsoft Teams to ensure resident files are compliant with program and ACGME standards, ensure that portfolios are up to date and complete.
• Document and track resident training and their progress. Ensure compliance with all requirements and regulations. Develop, maintain, and disseminate information from databases designed to track individual Resident Progress, evaluations, and curriculum including collating materials for curriculum directors and for clinical competency committee review.
• Provide support (send invites, supports in identifying location, securing catering and food delivery, event set up and breakdown) for required residency related events including recruitment (application review, interviews, second looks, open house, Match Day), orientation, graduation, retreats, conference registration logistics, annual career fairs, and other medical education/residency program activities.
• Identify the date for the annual American Board of Family Medicine in training examination (ITE) and proctor the exam
• Collect resident vacation preferences and assign vacation weeks.
• Finalize the block schedule for all 18 residents each academic year utilizing input from Curriculum Directors, host sites and program administrators
• Track and monitor residents’ compliance for certifications and credentialing requirements
• Track, schedule and record rotations, procedures, duty hours and evaluations of residents, students and fellows. Ensure compliance with all policies and procedures.
• Provides support for ACGME required committees as needed.
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• Coordinate scheduling logistics for visiting learners (third year med students, sub-interns and applicants).

• Coordinate resident and faculty conference attendance (registration, preparing print and digital materials).
• Attend to the program’s email account, ensuring timely responses and appropriate delegation.
• Assist in the preparation of materials for any ACGME site visits and/or special reviews.
• Attend required program meetings
• Provide coverage during team member leaves of absence
• Identify and communicate program needs to leadership.
• Other duties as assigned