University of Utah Coordinator, Administrative Program in Salt Lake City, Utah


Open Date 05/30/2017

Requisition Number PRN14289B

Job Title Coordinator, Administrative Program

Working Title Coordinator, Administrative Program

Job Grade D

FLSA Code Administrative

Patient Care Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

8am to 5pm Monday through Friday,

12 months per year

VP Area Health Sciences

Department 00965 - DFPM-Div of Occup&Environ Hlth

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 31600 to 44,999

Close Date

NOTE: May close at anytime.

Open Until Filled

NOTE: May close at anytime. Yes

Job Summary

Oversees and coordinates a variety of departmental academic and student programs, which may include budgeting and/or complex program or record keeping responsibilities under the direction of the Program Director.


Administrative Responsibilities

1.Oversees day-to-day operations of the program

2.Provides administrative support for program director, associate program director and residents

3.Administrator for program committees (residency committee, clinical competency committee, etc.)

4.Updates program policies as needed and asGMEoffice policies change

5.Assists residents with program policies and procedures

6.Updates competency-based rotation goals and objectives and distributes to residents and faculty annually

7.Assists with producing and distributing syllabus, manuals/handbooks for residents

8.Assists with producing and distributing annual rotation schedule and changes including entering and updating in E*Value

9.Assists with producing and distributing resident schedules

10.Assists with producing and distributing didactic conference schedule

11.Coordinates program wide events such as graduation

12.Maintains files on current and alumni residents

13.Executes program letter of agreement (PLA) between the program and each participating site

14.Executes house staff contracts

15.Coordinates and proctors annual specialty in-service examination and Summative examination

16.Maintains residents’ scholarly activity data forGMEoffice andACGMEannual update

17.Communicates directly with specialty board, specialty societies and other organizations

18.Works with theGMEoffice to ensure resident compliance with medical and controlled substance licenses,DEAnumber,BLS/ACLS/PALS,USMLE, TB test, flu shot, N95 respirator mask fitting, and computer training requirements

19.Schedule residents for Continuing Education lectures (e.g. Health Effects of Asbestos, etc…)

20.ReportsVAMCresident clinical duty schedules toGMEandVAMC

21.Assists Program Director with Training Grant Applications, Reports, and Financial Accounting includingNIOSH, andHRSAtraining grants.

22.Coordinates semi-annual Residency Advisory Committee (RAC) meeting including invitations to members, assistance with Agenda and Minutes, forwarding confidential resident and faculty evaluations toRACChair, and preparation of facility.

23.Coordinating medical student rotations with program: Program Director/faculty approval, credentialing of external students, scheduling at clinic/course work/site visits/external sites, processing evaluations


1.Coordinates the distribution, tracking and filing of resident, faculty and rotation evaluations in E*Value

2.Drafts verification of training forms

3.Maintaining individual resident files in accordance withACGMEandGMEstandards

4.Monitors residents’ board eligibility status

5.Coordinates semi-annual resident reviews with program director or associate program director, including portfolio review

6.Monitors resident duty hours, runs monthly duty hour violation report and reports violation and action plan to theGMEoffice

7.Processes Moonlighting Authorization Forms

8.Processes summative evaluations for residents’ completing the program or transferring out of the program

9.Assist residents with Federal Occupational Health credentialing.

Resident Recruitment

1.Manages applications through the Electronic Residency Application Service (ERAS) program

2.Assists program director in screening and inviting candidates for interview

3.Updates recruiting brochures, websites and other materials provided to applicants

4.Reviews the required policy and document packet with interviewee including interview packet checklist and eligibility for funding based on U.S. residency status.

5.Schedules candidate interviews with faculty, meeting with residents and tour of facilities

6.Verifies applicant eligibility including program selection policy

7.Assists the program director in determining the rank order list for the annual residency match

8.Execute offer letters to candidates accepted to program.

9.Completes annualGMECensus Survey throughGMETrack to populate program’s listing onFREIDA

Program Accreditation

1.Advises program director ofACGMEspecialty’s program requirement interpretation

2.Maintains accurate and easily retrievable records of resident training

3.Completes annualACGMEprogram and resident updates

4.Manages data forACGMENext Accreditation System (NAS)

5.Organizes special/internal review with theGMEoffice

6.Serves as a key participant inACGMEandGMEoffice reviews

Information Technology

1.Updates and maintains program documents and resident files on shared drives

2.Implements and maintains program management software (E*Value)

3.Develops and maintains program and recruiting webpages

4.ScheduleEPICtraining for incoming residents the (day of OM orientation), set up residentEPICaccounts.

Human Resources

1.Processes and tracks resident absences both in E*Value and for board qualification

2.On-boards new residents to the program including orientation

3.Provides support of graduate school training and assists Academic coordinator

4.Maintains fellowship and job opportunity files

5.Assists with scholarship programs for residents

6.Monitors resident morale and responds to concerns

7.Assists in resident remediation

8.Assists with due process for resident probation and termination

9.Coordinates resident mentor program

10.Manage new Volunteer adjunct faculty appointments.


1.Oversees residency program budget

2.Processes additional compensation forms for residents

3.Manages travel including registering trip, early and final travel reimbursements for program director, associate program director and residents

4.Processes procurements for the residency program

5.Processes procurements for residents using their book and travel fund

6.Provide billing services including generation and application of appropriateCPTcodes for services rendered to contracted clinic clients on a monthly basis.

7.Update clinical contracts (150+ clients) with current pricing and coding for all individual services.

8.Apply incoming payments from clinic clients, and notify clients of post-due accounts as required.

Professional Development

1.Attends monthlyGMEoffice coordinator meetings

2.Engages in life-long learning by taking courses the further professional growth, knowledge and expertise to enhance residency program management skills (through human resources, etc.)

3.Pursues certification through Training Administration of Graduate Medical Education (TAGME)

Minimum Qualifications

Bachelor’s degree in a related field plus one year directly related experience or equivalency required. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.


1.Four years of administrative and/or secretarial experience, preferably in an academic setting.

2.Ability to work independently and pay close attention to detail

3.Excellent communication and interpersonal skills including written and verbal, problem solving, diplomatically handles problems of a sensitive and/or confidential nature

4.Superior organizational skills

5.Commitment to provide excellent customer service

6.Accounting, bookkeeping, word processing and typing skills

7.Preferred knowledge of the following applications/websites: E*Value,ERAS,NRMP,ACGMEWebADS, specialty board, and SmartWeb

8. Preferred understanding of the Accreditation Council for Graduate Medical Education (ACGME) requirements for Institutional, Common, and specialty program requirements and the accreditation process

9.Experience in Billing and Coding for clinical services includingCPTcodes,AAPCcertification preferred.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.

To inquire about this posting, email: or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: .

The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.

This position may require the successful completion of a criminal background check and/or drug screen.