Training Program Coordinator

Training Program Coordinator : UBMD Family Medicine (aka UBMD Primary Care) seeking full time Training Program Coordinator (TPC) for its residency program, as well as the Addiction Medicine division’s fellowship program and the Global Health Scholars Track training program. The TPC will assist the Training Program Administrator and Program Directors with the day-to-day administration of the resident training program and addiction medicine fellowship training program. Participates in recruitment efforts and corresponds with prospective and accepted residents/fellows about requirements and process for licensing, obtaining waivers and necessary paperwork. Will verify trainees’ status and activities as needed, including tracking of time off. Assists in the preparation for ACGME Self Study, site visits and internal or special reviews. Receives inquiries from residents/ fellows and triages as necessary. Plans departmental annual events, orientation, graduation, faculty meetings, as well as various meetings and program-related events. Manages social media pages, as well as the resident handbook. Bachelor’s degree preferred but may substitute experience for degree. Minimum of 2 to 3 years of administrative support experience to a higher-level administrator, preferably in the medical field required. Excellent communication, organizational and multi-tasking skills. Strong proficiency in Microsoft Office applications.

Flexible hours. Office located downtown Buffalo with PAID parking. Hybrid work arrangement after initial training period.

Pay range is $23 to $26/hour depending on experience. Any offer of employment is contingent upon successful background check and drug screen. AA/EOE

JOB DESCRIPTION

Job Summary:

• The Training Program Coordinator (TPC) is responsible for assisting the Program Administrator and Residency Training Program Director with the day-to-day administration of the resident training programs.
• Provides support by meeting regularly with the Program Administrator and Program Director concerning office management activities and status of projects.
• Identifies and evaluates the methods for improving workflow and cost effectiveness.
• Makes recommendations to the Program Administrator and/or Program Director for improvement, as well as assists in program-level policy development.
• Participates in recruitment efforts and corresponds with prospective and accepted residents about requirements and process for licensing, obtaining waivers and necessary paperwork.
• Verifies trainees’ status and activities as needed, including tracking of time off.
• Assists in the preparation for ACGME Self Study, site visits and internal or special reviews.
• Receives inquiries from residents and triages as necessary to others within the department or in other hospitals/departments.
• Plans departmental annual events, orientation, graduation, faculty meetings as required by ACGME, as well as various meetings and program-related events.
• Manages the evaluation processes of the trainees, program, faculty and rotations.
• Assists with MedHub set up and enters conferences for the year; tracks and enters weekly conference attendance.
• Creates applicant schedules, as well as master schedule planning.
• Enters rotation schedule in MedHub and maintains throughout the year to ensure accurate billing and activity tracking.
• Manages social media pages by adding, removing and editing appropriate features.
• Regularly updates resident handbook and distributes accordingly.
• Distributes and monitors resident patient surveys.
• Distributes evaluations throughout the year.
• Works with Program Administrator and Program Director to maintain and prepare materials, interviews, selections, orientations and evaluations processes.
• Adheres to HIPAA and confidentiality policies and procedures.

Other Functions:

• Maintains databases with faculty data as well as maintenance of filing.
• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Reviews company email on at least a daily basis in order to receive and address notifications and/or other pertinent information in a timely manner.
• Any other duties as requested or assigned by the Program Administrator, Residency Program Director and/or other management representative. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
• Ability to work 37.5 hours per week on a regular basis.
• May be required to travel to other UBMD Primary Care location(s) dependent on company need.
• Work hours may fluctuate depending on company/clinic needs.

Qualifications:

Education: Bachelor’s degree preferred. May substitute experience for degree.

Experience: Minimum two (2) to three (3) years of administrative support experience to a higher-level administrator, preferably in the medical field.

Knowledge, Skills

& Abilities: Solid organizational and multi-tasking skills. Excellent communication skills required. Strong knowledge and proficiency of computer skills in all Microsoft Office applications.

Working/Environment Conditions:

• Position is in a well-lit, fast-paced, clean office environment.
• Office noise level will be mild to moderate most times.
• Moderate/average indoor temperatures.
• Travel to various sites via use of personal vehicle.
• May have occupational health exposures/hazards when visiting/located in a clinic or hospital setting.

Physical Requirements:

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. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions.

• Prolonged periods of sitting or standing at a workstation in order to perform duties on a computer.
• While performing the duties of this job, the employee will be regularly required to sit, talk, hear and use hands and fingers to operate a computer and/or telephone keyboard.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Light to moderate lifting (up to 15 pounds) may be required.
• Regular, predictable attendance is required.
• Must possess the physical and mental abilities to perform the tasks normally associated with the essential job functions such as stationary, mobility, operating machinery, convey and exchange information.

Equipment:

• Manual dexterity to operate standard office machines/equipment such as computers, printers, multi-line phone, photocopier, fax system, scanner and/or calculator.

UBMD Primary Care is an equal employment opportunity (EEO) employer. We are committed to the principles of equality in employment and opportunity for all employees without regard to race, color, citizenship status, national origin, ancestry, gender or expression whether or not such gender identity or expression differs from the employee’s physical sex as assigned at birth (including transgender status), sexual orientation, age, weight, religion, creed, physical or mental disability, predisposing genetic characteristics and information, marital status, familial status, domestic violence victim status, veteran status, military status, political affiliation or any other factor and/or status protected by law. We expect all employees to adhere to these principles of equality which apply to all aspects of the employment relationship including hiring, job selection, job assignment, compensation, corrective action, termination, access to benefits and training and other privileges of employment.

UBMD Primary Care is a smoke-free and drug-free workplace in compliance with local, state and/or federal guidelines.