Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

UUP

Job Summary:

The Department of Radiology in the College of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Residency Program Coordinator / Staff Assistant. 

The Program Coordinator plays a crucial role in managing the day-to-day operations of the Radiology residency and ESIR programs. It requires in-depth experience with ACGME policies, New Innovations residency administration software, and proficiency with Zoom, Teams, Thalamus, ERAS, and NRMP residency interviewing and matching platforms.

The Program Coordinator will continually assess and direct a wide range of programmatic issues, including long-range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

General program responsibilities will include:

Operational Management

• Administer the daily operations of Radiology residency and ESIR programs.
• Administer the program's New Innovations Residency Management System in compliance with GME and ACGME policies and procedures.
• Manage confidential materials, issues, and communications.
• Act as a liaison between the Program Director and internal/external offices, including GME, Affiliation and Elective Rotation sites, and other relevant training institutions.
• Maintain resident data using Microsoft Excel to organize and manage resident data.
• Maintain educational files for all current trainees and graduates in compliance with Institutional and GME records retention policies.
• Maintain up-to-date information in various GME and program-specific systems (i.e., Specialty Boards, FREIDA, ACGME ADS, professional organizations, GME Track, etc.).
• Ensure residents submit case/procedure log data in appropriate systems as required by the ACGME Residency Review Committee {ADS, New Innovations, other).

Communication and Stakeholder Engagement

• Regularly communicate with GME stakeholders, participating sites, faculty, and relevant organizations.
• Advise residents on ACGME and GME policies, onboarding processes, and daily responsibilities.
• Collaborate with the GME Office and ACGME as needed.

Residency Application and Matching

• Administer ERAS, NRMP, and Thalamus residency matching and interview management platforms.
• Screen residency applications, coordinate interviews, and manage the annual Match season.

Documentation and Accreditation

• Maintain educational files, historical program records, and essential documents for program accreditation.
• Coordinate accreditation site visits, prepare documentation, and participate in site visits.
• Prepare Program Letters of Agreement with participating institutions.
• Assist the Program Director in maintaining the program's ACGME Program Summary/Program Application and other required documentation. Maintain historical program records, such as alum list, prior site visits, etc.
• Manage and coordinate accreditation site visits, including preparation of c;1JI required documentation. Along with the Program Director, help prepare the program, faculty, and residents for a site visit; arrange meeting rooms; ensure required documents are available to the site visitors as requested; and serve as a critical participant in the site visit.
• Assist the program director in the timely completion of semi-annual Milestone evaluations of residents. Ensure timely completion of summative evaluations by the Program Director for graduating residents.

Evaluation and Reporting

• Administer program evaluations, including resident and faculty performance, rotations, and program effectiveness.
• Coordinate Milestone evaluations, semi-annual reviews, and summative evaluations for residents.
• Ensure compliance with external and internal reporting requirements, e.g., ACGME and GME office.

Residency Recruitment Information Management

• Administer ERAS, NRMP, and Thalamus residency matching and interview management platforms.
• Screen applications for residency interviews with the program director and associate program director.
• Orchestrate annual resident interview and Match season: October- March. Coordinate application review processes, schedule interviews, and manage interview day activities.
• Submit Match results to GME/House-Staff Offices.

Administrative Support

• Schedule meetings, record minutes, and assist with annual program evaluations.
• Manage visa-related documentation, conference attendance, and internal rotations requests.
• Handle requests related to graduating residents, including diploma requests and exit processes.
• Plan and organize monthly resident luncheons.
• Schedule residents' exams and room accommodations.
• Assist the Program Director with the Annual Program Evaluation process.
• Maintain residents' conference attendance in New Innovations.
• Schedule medical students'/residents' internal rotations requests.

Professional Development

• Attend annual ACGME and AUR coordinators' meetings.
• Attend the annual Downstate Residency Program Coordinators Forum Retreat.
• Maintain TAGME certification.
• Submit residents' information for membership to relevant organizations.

Financial and Payroll Responsibilities

• Submit annual residents' pay source assignments.
• Manage residents’' travel requests, approvals, and reimbursements according to pay source.
• Prepare graduating residents' diploma requests with the GME Office.
• Assist with graduating residents' final exit with the department, GME at UHB & KCH.
• Assist with the advancement of the continuing/promoted residents.
• Submit residents' information for enrollment with the ABR, membership to RSNA, NVRS, etc.
• Maintain residents' attendance for conference, ABR, ACGME, and leave purposes.

The Residency Program Coordinator position demands an in-depth and meticulous comprehension of national accreditation and hospital policies, along with a great deal of initiative and independent decision-making skills. Possessing C-TAGME credentials assures employers, colleagues, trainees, and the public that certified administrators are equipped with the necessary knowledge, experience, and abilities to perform their duties professionally and competently.

Required Qualifications:

• Bachelor’s Degree.
• 5 years of experience with ACGME policies and procedures.
• 3 years of experience with New Innovations Residency Administration Software.
• 1 to 2 years of experience with Thalamus, ERAS, and NRMP residency interviewing and matching software platforms.
• Extensive knowledge of Microsoft Office, particularly Word and Excel, for data organization and management and have experience managing residents with H-18 and J1 visas.

Preferred Qualifications:

• TAGME Certification is preferred. Coordinators are expected to obtain certification early in employment if not already certified.

Work Schedule:

Monday to Friday; 8:00AM to 4:00PM (Full-Time)

Salary Grade/Rank:

Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at ada@downstate.edu