Job Description

The GME Office Coordinator is responsible for activities directly related to the management of the Office of Graduate Medical Education and the servicing of the program directors, residency coordinators, residents, fellows, faculty members, participating institutions, and other constituent groups. At least 85% of the responsibilities are executed with discretion and independent judgment related to matters of significance to the operations of the Office of Graduate Medical Education. Responsibilities include, but not limited to, Verifications Officer, Processing Public Service Loan Forgiveness (PSLF) /Loan Deferments, Preparation of Training Certificates, Administrative Support for Educational Tracks, and Coordination of GME Educational Events. This position reports directly to the Associate Dean for Graduate Medical Education.

Responsibilities

Program Coordination for GME Educational Tracks

Current educational tracks are Academic Medicine Track (Clinical Bedside Teaching Program) and Global Health Track. Future educational tracks will be developed. Duties as the administrative support for these educational tracks include, but not limited to, Canvas Course Development and administrative program support to learners and track program leadership. These duties will include execution of independent judgement to complete the following:

• Uploading the course description and course content provided by the program director into the CANVAS course.
• Posting announcements to the CANVAS course as instructed by the Program Director.
• Creating a CANVAS course design to make it user friendly for learners.
• Serve as a communication liaison between the program director, GME, and learners.
• Organize and schedule meetings for program leadership with learners for bi-annual meetings, annual program evaluation committee meetings with faculty, and other meetings related to the program track requirements.
• Assist with onboarding (orientation) new learners to the educational tracks.
• Send out and compile learner and faculty evaluations for each assigned rotation/assignment.
• Assist in planning the annual graduation program and other educational meetings/events. For example, ordering and verifying completion certificates.

Verifications Officer

Verification of training for GME program completers and related receipt of certificates of completion of training. This process includes the following:

• With discretion and independent judgment, administers centralized verification of completion of training for the graduate medical education alumni.
• With discretion and independent judgment processes verification request from the state boards of medicine, healthcare entities, hospitals, medical and professional associations, medical schools and other similar organizations entities. With discretion and independent judgment, develops policies and procedures as necessary to effectively execute these responsibilities:
• Manages verification database.
• Manages End of Training verification forms from Program Directors (ACGME requirements).
• Revises and updates the EVMS Institutional verification form in accordance with ACGME recommendations.
• Coordinates verifications with program directors.
• Administrator and oversees verification, acquisition and distribution of Certificates of Completion of Training for GME trainees.

Public Service Loan Forgiveness (PSLF) / Loan Deferments

• Process Docusign or non-Docusign verification forms
• Provide signature and Expedite

Administrative Coordination of GME Facilitated Educational Events

• EVMS/ODU PSQI Council (1st Wednesday)
• Graduate Medical Education Council (GMEC) (3rd Thursday)
• Chief Training (twice a year)
• Clinical Learning Environment Grand Rounds (variable)
• Resident and Fellow Association (variable)
• New GME Faculty Orientation (annual)
• Annual PD/APD Retreat (annual)
• Incoming Fellow Orientation (annual)
• Incoming Intern Orientation (annual)
• International Medical Graduate Orientation (annual)
• EPIC Annual Training (annual)

Duties to support these activities include, but are not limited to, administrative support to faculty facilitator(s), scheduling/confirming speakers, gathering speaker presentations, posting/creating and managing share drive for GME education events, room reservations, ordering meals and supplies, preparing documents for attendees, meeting minutes, and other duties assigned related to educational event planning.

Training Certificates

• Order placement
• Verify & coordinate the receipt of lists from the Program Coordinators
• Verify & Coordinate signatures and final release

Qualifications

Minimum Qualifications and Skills:

• Experience with professional administrative office management and/or teaching with increasing responsibility required.
• Combination of education, training, and experience demonstrates the ability to perform the essential duties.
• Must have excellent oral, public speaking skills, and written English language skills.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
• Manages multiple tasks with professional composure and attention to details.
• Able to flex workflow plans to address unscheduled duties/tasks, and still meet deadlines.
• Proficiency in Word, Excel, PowerPoint, and Adobe required.

Preferred Qualifications:

• Bachelor’s degree in business, education, psychology, or another related field.
• Office management and/or teaching preferred.
• Application of Learning Management Platforms such as CANVAS.
• Use of share cloud-based storage (Goggle Drive, Teams)
• Utilization of virtual meeting spaces such as Zoom and Teams.

Location : Location

US-VA-Norfolk