Residency Program Coordinator II

Residency Program Coordinator II - Stony Brook Family and Preventive Medicine, UFPC  

Location: Stony Brook, NY

Schedule: Full Time

Days/Hours: Monday - Friday; 8:30 AM - 5 PM 

Pay: $28.68 - $35.83 

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee. 

The above salary range (or hiring range) represents Stony Brook CPMP’s good faith and reasonable estimate of the range of possible compensation at the time of posting

SUMMARY: The Residency Program Coordinator II is responsible for the operational management of an accredited residency training program.  

Job Duties & Essential Functions:

• Interpret and apply Accreditation Council for Graduate Medical Education (ACGME), other national accrediting agencies, and hospital policies to support compliance.
• Maintain ACGME Accreditation Data System (ADS).
• Prepare for and coordinate accreditation Self-Study and Site Visits. 
• Provide administrative supervision, guidance, and support to residents. 
• Maintain internal and national resident databases.
• Track and ensure trainee compliance with licensing and certifications. 
• Manage the evaluative processes of the trainees, program, faculty, and rotations.
• Coordinate medical student and external resident rotations.
• Establish relationships and acts as liaison to internal departments and affiliating hospitals, including Graduate Medical Education (GME) Office and Medical/House Staff Services Department. Maintain ongoing communications with GME Office regarding accreditation requirements for the trainee and program
• Manage and coordinate internal reviews of the GME program.
• Manage the program’s GME budget, including oversight of trainee travel and education allocations.
• Plan and oversee departmental events, including recruitment, orientation, graduation, faculty retreats, and various meetings.
• Monitor residents’ duty hours and operative/case experiences via regular review of data reports.
• Develop annual Residency Program Brochure and Annual Research Journal.
• Coordinate and monitor application information and documents through the Electronic Residency Application System
• Coordinate the resident application review process.
• Attend monthly GME meetings and Residents Review Committee meetings.
• Assist with recruitment process, including: ERAS, scheduling, catering and may include setting up interviews on a virtual format such as Zoom or Teams.
• Review monthly budget and expense reports and follow up on discrepancies.
• Processes invoicing for program-related expenses.
• Participate in annual budgeting meeting to include documentation to justify additional funding.
• Prepare requested program surveys.
• Schedule trainees for credentialing courses such as PALS, NRP
• Collect and maintain credentialing data and records, i.e. rotations, procedure logs, etc.
• Work with the GME Office to bring incoming trainees on staff, including collecting necessary documents and information for Human Resources.
• Provide accurate, timely trainee information and documentation required for promotion and termination of trainees.
• Maintain trainee permanent files.
• Serve as point person for trainee communications. Assist GME Office in dissemination of information, policies and communications with trainee.
• Coordinate and proctor in-training examinations semi-annually.
• Compile and submit reports to ACGME, American Board of Pediatrics, American Academy of Pediatrics, American Association of Medical Colleges, AMA, and other professional organizations as required.
• Other duties as assigned by management.

Required Education & Qualifications:

• Associate’s degree. In lieu of Associate’s degree, will accept two years (2) years of full-time experience in a residency program or in an academic healthcare setting.
• Four (4) years of full-time experience in a residency program or in an academic healthcare setting.
• Proficiency in Microsoft Office, Outlook and/or Google app.
• Excellent interpersonal and communication (written and oral) skills.

Preferred Qualifications:

• Bachelor’s degree.
• Understanding of national accreditation and hospital policies.
• Experience with new innovations, ERAS and knowledge of ACGME.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management. 

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP. 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.