Coordinator Administrative

Job Title: Coordinator Administrative

Location: Newark Beth Israel Medical Ctr

Department Name: Medical Education

Req #: 0000249644

Status: Hourly

Shift: Day

Pay Range: $23.50 - $30.00 per hour

Pay Transparency:

The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:

Under the direction and supervision of the Program Director, the Administrative Coordinator oversees the daily operations of the residency program, and ensures compliance with the Accreditation Council for Graduate Medical Education — ACGME or other regulatory bodies.

Qualifications:

Required:

• High school diploma  
• Experience in medical education or administrative support
• Payroll

Preferred:

• College degree

 Scheduling Requirements

• Shift: Day
• Time: 8:00am – 4:00pm
• Hours: 37.5hrs

Essential Functions:

• Maintain accurate program records, evaluations, and documentation,
• Assist residents with scheduling, credentialing, and licensure requirements,
• Coordinate resident orientation, educational activities, and evaluations,
• Serve as a point of contact for resident inquiries and concerns,
• Assist the Program Director with administrative tasks and reporting,
• Organize meetings, maintain minutes, and distribute communications,
• Manage faculty schedules and ensure timely submission of evaluations,
• Coordinate recruitment efforts, including interviews and application processing,
• Assist with onboarding new residents, ensuring completion of necessary paperwork and training,
• Ensure adherence to program policies and accreditation standards,
• Prepare and submit reports for ACGME or other accrediting organizations,
• Assist with program evaluations and continuous improvement initiatives,
• Coordinate the daily operations and logistics for the program,
• Adhere to procedures and systems that ensure orderly and timely workflow,
• Maintain knowledge of current medical licensure requirements, ACGME accreditation and institutional requirements,
• Assist with Milestones
• Implement and update program databases for new innovations,
• Manage onboard and outside elective rotations
• Coordinate with Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules,
• Coordinate outside electives which include applications to hospitals, malpractice coverage confirmation, and evaluation forms.
• Process resident/fellow and faculty professional organization memberships
• Prepare and distribute the yearly and monthly assignment schedules of the residents,
• Maintain confidential resident and fellow files,
• Coordinate Grand Rounds to include scheduling speakers and coordinating the Grand Rounds presentation.
• Assist BCLS, ACLS, PALS, and ATLS and re-certification training courses,
• Monitor Duty Hours
• Assist with resident travel and accommodations for national conferences,
• Serve as liaison with other departments and affiliated institutions
• Maintain residency committee meeting minutes and develops reports as requested,
• Prepares check requests, travel authorizations, fund reimbursements and expense reports,
• Maintains necessary records for Medical Education,
• Maintain biographical information on all residents and update information on alumni,
• Handle highly confidential materials for residency, fellowship, faculty, and institution
• Coordinates the ACGME Accreditation and Reporting Requirements
• Coordinates the resident bi-annual review,
• Coordinate the administration of the in-training examinations,
• Prepare and distribute all post-graduation verifications,
• Recruitment of residents and fellows:
• Coordinate communication between applicants and the program via e-mails, telephone and written correspondence,
• Serves as an information source for the program, institutions and community,

Benefits and Perks:

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial, personal, career, and community wellbeing. 

These benefits and resources include, but are not limited to:

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon ….and more!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience for every member of the team.  We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time.  As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health. 

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey—whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer!