Under direction, performs technical administrative duties in support of one or more assigned physician residency training programs; assists new residency applicants and current resident physicians by coordinating various 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 journey-level class in the Residency Training Program Technician series. An incumbent in this class relieves management and physician staff of the responsibility for administering and coordinating the daily activities of one or more physician residency programs sponsored by San Joaquin General Hospital. An incumbent exercises considerable independent judgment, initiative and discretion in the performance of assignments.
This class is distinguished from the lower level class of Residency Training Program Technician I as the latter is the entry-level class of the series.
TYPICAL DUTIES
Performs the more difficult ongoing and day-to-day administrative activities in support of one or more physician residency training programs sponsored by San Joaquin General Hospital; provides technical administrative and analytical support to physicians, management, and other staff; helps monitor and ensure program administrative compliance with the Accreditation Council for Graduate Medical Education (ACGME) and other medical specialty requirements.
Monitors each resident’s progress through their training, including their compliance with ACGME and other program-specific administrative requirements; maintains logs, training records, and other required documentation; interprets program administrative requirements and identifies areas where additional training is needed in order to meet participation standards; advises residents of deficiencies and needed corrections.
Develops and coordinates rotation schedules for various phases of medical resident training; prepares on call, vacation, conference, and other schedules and resolves 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.
Applies ACGME administrative requirements to assigned operations and activities; reviews ACGME changes, evaluates their impact on assigned activities, and recommends new administrative policies and procedures in order to maintain compliance.
Based on pre-established criteria, reviews and screens residency applications during the annual recruitment and selection of new residents and recommends an appropriate pool of applicants for the interview process; summarizes and provides applicant information to parties involved in the selection process; coordinates the scheduling of interviews and serves as the contact person for applicants; works with the program medical director and other staff to resolve scheduling conflicts or other issues.
Prepares, distributes, and coordinates the 360-degree resident performance review process; assigns faculty evaluation schedules; prepares and coordinates in-house examinations; purchases external exams as authorized; maintains confidential resident performance files; at the request of the program medical director, meets with residents to relay information.
Coordinates the provision of resident housing and/or other program-related benefits; prepares payroll and attendance records for residents and/or other program staff; processes bills related to housing, travel, or other program-related expenses; coordinates special events; purchases and prepares decorations, awards, and event materials; prepares presentations and slide shows; develops and monitors event budgets and prepares 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; prepares and submits 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; interprets and explains a variety of specialized program information; may lead or supervise the work of subordinate clerical support staff.
MINIMUM QUALIFICATIONS
EITHER PATTERN I
Experience: Two years as a Residency Training Program Technician I in San Joaquin County service.
OR PATTERN II
Experience: Six years of increasingly responsible clerical, secretarial or office administrative experience that included at least two years serving as an administrative coordinator for a medical residency training program in a health care environment.
Substitutions: 1) Completed coursework from an accredited college or university may substitute for the general (non-residency program) clerical, secretarial or office administrative 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; 2) Possession of a valid certificate as a residency training program coordinator from the Training Administrators of Graduate Medical Education (TAGME) may be substituted for the above-required experience as a medical residency training program coordinator.
KNOWLEDGE
General administrative requirements established by ACGME, MBC, NRMP, and related organizations; 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
Understand 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; interpret and explain a wide variety of technical and medical information pertaining to physician residency programs; train and supervise clerical staff in a complex office environment; 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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