SUNY Downstate Health Sciences University

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 Neurology at SUNY Downstate Health Sciences University is seeking a full-time Residency Program Coordinator / Senior Staff Assistant.

The Residency Coordinator, under the direction and supervision of the Residency Program Director is responsible for the administration of the residency program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Program Requirements. 

The Residency Coordinator provides administrative support to the Residency Program Director, works closely with Chief Residents, and provides support to faculty, residents, and fellows.

The Residency Coordinator additionally will interact with faculty, residents, fellow(s), medical students and the GME office to make sure program remains in compliance with ACGME. 

Additional duties & responsibilities will include, but not limited to the following:

• Coordinating all activities and daily operations including logistics for the program.
• Adhering to procedures and systems that ensure orderly and timely workflow.
• Maintaining knowledge of current medical licensure requirements, immigration policies, ACGME accreditation and institutional requirements.
• Implementing and updating program databases.
• Coordinating with Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules.
• Coordinating outside electives which include applications to hospital(s), malpractice coverage confirmation, and evaluation forms. 
• Processing resident and faculty professional organization memberships, such as AAN.
• Preparing and distributing yearly and monthly assignment schedules.
• Collecting, distributing and tabulating evaluation forms regarding residents, rotations and faculty; compiling and generate feedback for appropriate follow-up and reporting.
• Maintaining confidential resident files.
• Coordinating Grand Rounds presentation including scheduling of speakers, speaker's travel and accommodations.
• Making sure residents are current on BCLS, ACLS, certification. 
• Assist with resident travel and accommodations to national conferences, such as AAN, Stroke, etc., serving as liaison with GME office and affiliated institutions, such as Kings County, St. John's Hospital for external rotators list and schedules, Maimonides Medical Center, MSKCC for PGY2 rotation, Mount Sinai for PGY3 rotation and various other institutions pertaining to resident electives.
• Maintain excellent record keeping; residency committee meeting minutes and develops reports as requested. 
• Maintain biographical information on all residents and update information on alumni.
• Handle highly confidential material for residency, fellowship, faculty, and institution; compiles, updates and submits reports to ACGME, American Association of Medical Colleges (AAMC), American Medical Association (FREIDA), and other professional organizations as directed by the Program Director and the GME office
• Applicant Interviews; coordinate communication between applicants and program via e-mails, telephone and written correspondence. Serves as information source for the program; adhering to recruitment plan, timeline, guidelines, policies and procedures as set by program director.
• Maintaining all interview materials and managing review of residency applications using the ERAS system to produce residency applications, reports, and rank list.
• Manage all resident interviews and communications with applicants.
• Coordinating applicant interview day, including social activities, such dinner, etc.,
• Tracking evaluation scores of interviewed applicants and prepare data for initial match rank list.
• Sending post interview thank-you letters to all candidates.
• Participating in resident ranking meeting. 
• Administering and reviewing post-match survey to applicants and recommending changes to improve next year’s recruitment activities. 
• Assisting new incoming residents to ensure smooth transition to residency program.
• Coordinating annual appointments and reappointment process, graduation and termination as necessary. 
• Coordinating general orientation of new residents including GME/institution and within our own department. 
• Coordinating with IT and telecommunication for pager assignments, establishing email and computer network account and access to various patient record systems, such as Healthbridge, etc.
• Serving as bridge between incoming residents, GME office and their assigned pay source as far as visa issues for ECFMG's and required documentation and any record of compliance for initial appointments of PGY1 interns.
• Maintaining updated credentialing records including CV's of core faculty on New Innovation.
• Advising residents on departmental policies for travel reimbursements and processes. 
• Preparing letters of recommendation/verification and maintaining career resources for senior residents. 
• Preparing and distribute all post-graduation verification. 
• Coordinating social and retreat activities for residents.
• Maintaining conference room schedule. 
• Participating in professional organizations such as AAN by attending at least one professional development meeting per year.
• Miscellaneous duties and responsibilities as determined by the department.

Required Qualifications:

• 5 to 7 years of prior work experience with incremental responsibilities.
• Strong written and verbal communication skills.
• Excellent interpersonal skills and ability to collaborate and work well with other co-workers.
• Ability to work independently with minimal supervision.
• Computer literacy, including Microsoft Office and New Innovations.

Preferred Qualifications:

• Bachelor's Degree or equivalent.

Work Schedule:

Monday to Friday; 8:30am to 4:30pm

Salary Grade/Rank:

SL-3

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