Under general supervision, learns to perform technical administrative duties in support of one or more assigned physician residency training programs at San Joaquin General Hospital; assists new residency applicants and current resident physicians by coordinating various administrative activities related to application for, enrollment in, and completion of a medical residency program; and does related or other work as required in accordance with Rule 3, Section 3 of the Civil Service Rules.
CLASS CHARACTERISTICS
This is the entry-level class in the Residency Training Program Technician series. Incumbents learn to relieve management and physician staff of the responsibility for coordinating the daily administrative activities of one or more medical residency programs sponsored by San Joaquin General Hospital. Work is initially performed under close supervision, but as experience is gained, an incumbent learns to exercise a greater level of independent judgment, initiative and discretion in the performance of assignments.
This class is distinguished from the next higher class of Residency Training Program Technician II as the latter is the journey-level class of the series where incumbents perform the full range of program administration and coordination duties
TYPICAL DUTIES
Learns to perform ongoing and day-to-day administrative activities to coordinate one or more physician residency training programs sponsored by San Joaquin General Hospital; provides technical administrative support and assistance to physicians, managers, and other staff; helps monitor and ensure administrative compliance with the Accreditation Council for Graduate Medical Education (ACGME) and other medical specialty requirements.
Learns to monitor each resident’s progress through their training, including compliance with ACGME and other program-specific administrative requirements; maintains logs, training records, and other required documentation; learns program requirements and identifies areas where additional training is needed in order to meet participation standards; advises residents of deficiencies and needed corrections.
Learns to develop and coordinate rotation schedules for various phases of medical resident training; learns to prepare on call, vacation, conference, and other schedules and resolve scheduling conflicts; receives residents’ time off requests, recommends approval or denial based on training obligations, and makes changes to schedules as authorized; monitors resident participation in rotations to ensure that program requirements are being met; works individually with residents to resolve or prevent problems related to their participation in the program.
Learns to apply ACGME administrative requirements to assigned activities; learns to evaluate ACGME changes and to implement new policies and procedures in order to maintain compliance.
Based on pre-established criteria, learns to review and screen residency applications during the annual recruitment and selection of new residents; learns to recommend an appropriate pool of applicants for the interview process; summarizes and provides applicant information to parties involved in the selection process; learns to coordinate the scheduling of interviews and serve as the contact person for applicants; works with the program medical director and other physician staff to resolve scheduling conflicts or other issues.
Learns to prepare, distribute, and coordinate the 360-degree resident performance review process; assigns faculty evaluation schedules; learns to prepare and coordinate in-house examinations and purchase external exams as authorized; maintains confidential resident performance files; at the request of the program medical director, meets with residents to relay information.
Learns to coordinate the provision of resident housing and/or other program-related services; learns to prepare payroll and attendance records for residents and/or other program staff and to process bills related to housing, travel, or other program-related expenses; learns to coordinate special events by purchasing and preparing decorations, awards, event materials, presentations and slide shows; learns to develop and monitor event budgets and prepare accounting records.
Utilizes computers and other office automation equipment to perform assignments; maintains and updates information in multiple electronic systems, both internal and external to San Joaquin General Hospital; formats complex charts and graphs; prepares forms, correspondence, reports, tracking logs, and other tools and documents; learns to prepare and submit program milestone data and other information required by ACGME, the National Resident Matching Program (NRMP), and/or various medical specialty organizations; provides statistical information to data banks, the American Medical Association, and other agencies in compliance with accreditation requirements and state laws, rules and regulations; prepares documentation as needed for surveys, program accreditation, or other processes; may participate in the development and implementation of complex filing and document retrieval systems.
Provides staff support for various committees, subcommittees, and/or task forces; researches information as requested and prepares numerical, statistical, and narrative data and reports; may take and transcribe minutes; may attend conferences and/or seminars as assigned; may make presentations.
Receives and screens visitors and callers, exercising considerable judgment in their disposition; schedules meetings and appointments; makes travel arrangements; learns to interpret and explain a variety of specialized program information.
MINIMUM QUALIFICATIONS
Experience: Four years of increasingly responsible clerical, secretarial or office administrative experience, including at least one year providing technical-level budgetary, systems, financial, personnel, or program administrative support. Experience working with physicians and/or other clinician providers in a health care environment may be required.
Substitution: Completed coursework from an accredited college or university may substitute for the above required experience on a year-for-year basis, to a maximum of four years, with 30 semester/45 quarter units being considered equivalent to one year of experience.
KNOWLEDGE
Principles, practices, methods and techniques of performing and coordinating administrative activities; methods and techniques of modern office management including organization, budgeting, purchasing, and personnel administration; methods of gathering, researching, verifying, and presenting information; principles and techniques of staff planning, utilization, scheduling, supervision and training; personal computer systems and standard office computer software; standard filing and record keeping systems; the use of statistics and graphics in report development.
ABILITY
Learn and apply the administrative requirements and standards associated with physician residency programs; implement administrative policies and procedures; maintain records and resolve scheduling issues; recognize sensitive situations and respond accordingly; coordinate a wide variety of administrative projects; gather and tabulate data; learn to interpret and explain a wide variety of technical and medical information pertaining to physician residency programs; evaluate and establish priorities for self and others; work accurately and systematically; utilize standard office equipment, including computer hardware and software, to accomplish tasks; communicate effectively, both orally and in writing; establish and maintain effective working relationships with others, including physicians and other medical professionals.
PHYSICAL/MENTAL REQUIREMENTS
Mobility – operate a data entry device; frequent standing and walking for prolonged periods of time; frequent bending, stooping and reaching overhead; Lifting – frequently 5 pounds or less; occasionally 5 to 30 pounds; Vision – constant use of overall visual capabilities; frequent need for color perception, hand/eye coordination, reading and/or close up work; Dexterity – frequent holding, grasping, repetitive motion, and writing; Hearing/Talking – constant hearing and talking of normal speech in person and on the telephone; Emotional/Psychological – frequent public contact; occasional exposure to emergency situations, trauma, grief or death; occasional working alone; Special requirements – may require working shifts/weekends/nights/overtime; Environmental Conditions – occasional exposure to variable weather conditions.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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