Job Information

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

Details

Open Date 07/14/2023

Requisition Number PRN35706B

Job Title PS Coordinator, Admin Program

Working Title Admin Program Coordinator

Job Grade D

FLSA Code Administrative

Patient Sensitive Job Code? Yes

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday through Friday; 8:00 AM – 4:30 PM (Flexible start/end times), 30-minute lunch. Schedule will be determined based on staff and office needs. Regular, punctual, and some on-site attendance is required.

VP Area U of U Health - Academics

Department 00944 - Pediatric Education

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $38,300 to $51,699

Close Date

Open Until Filled Yes

Job Summary

Job Summary:

The Department of Pediatrics Education Enterprise has an immediate opening for a Administrative Program Coordinator to help facilitate the Pediatric Residency Program block and longitudinal rotation schedules. This position requires great attention to detail and a creative mind. This position will be interfacing with a large group of individuals, both inside and outside of the office, and must conduct themselves in a pleasant, helpful, and professional manner. This position does not entail direct patient contact.

The Education Enterprise in the Department consists of 100+ pediatric residents, and service lines that practice primarily at Primary Children’s Hospital ( PCH ), Eccles Primary Children’s Outpatient Services building ( PCOS ), Primary Children’s Lehi Miller Campus, as well as various outside clinical practices.

This position is housed in the Pediatric Education Enterprise Office in the Eccles Primary Children’s Outpatient Services building.

The University of Utah offers a comprehensive benefits package including:

  • Excellenthealth care coverage (https://benefits.utah.edu/annual-open-enrollment/) at affordable rates
  • 14.2% retirement contributions (https://www.hr.utah.edu/benefits/retire\_401aPlan.php) that vest immediately.
  • Generouspaid leave time (https://www.hr.utah.edu/benefits/paidLeave.php)
  • 11 paid Holidays per year
  • 50% tuition reduction (https://www.hr.utah.edu/benefits/tuition.php) for employee, spouse, and dependent children
  • Flex spending accounts (https://www.hr.utah.edu/benefits/fsa.php)
  • Free transit on most UTA services
  • Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
  • Professional development opportunities

Additional benefits information is available at https://benefits.utah.edu/

Responsibilities

Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Essential Functions:

  • Establish and maintain positive working relationships with program leadership, division staff, inpatient rotations, subspecialty and elective rotation course directors and administrative staff, as well as outpatient clinics.
  • Coordinates and maintains master resident block schedules for each year, ensuring all requirements are met for each resident over the course of their training.
  • Understands and has an in-depth knowledge of the program requirements set forth for resident training by the ACGME , ABP , ABPN , ABIM , and ABMGG .
  • Collaborates and consults with division manager and program leadership regarding schedule design and change requests and gains appropriate approval.
  • Notifies manager when requested changes do not follow proposed or ideal swaps and further brainstorming is needed to ensure transitions in care are limited.
  • Works with division manager to coordinate resident leaves of absence, determining if there is a need for training extensions. Appropriately documents in MedHub and communicates with the GME office.
  • Coordinates visiting resident schedules, onboarding, and ensures all visiting residents complete the necessary trainings prior to starting their rotation.
  • Understand the impact on appointment availability, clinic flow, ease of scheduling and impact on implemented functionality.
  • Review work list and prioritize request based on Emergent, Urgent, and Routine request. Coordinate work assignments with team members.
  • Ensure that all cancelled clinics have been submitted to the University of Utah template team for patient rescheduling and update QGenda for appropriate tracking.
  • Facilitate and triage the priority of requests, complete build, and close loop with leadership, chief residents, individual residents, and the clinic practice.
  • Assist with department projects and support as needed.
  • Provides statistical reports and participates in quality improvement projects by developing data collection tools, analyzing, compiling and reporting data, and providing input to the QI process.
  • Prepares rotation materials and coordinates training of staff for QGenda utilization.
  • Manages and maintains the QGenda system, creating helpful landing pages for rotations that contain all necessary information for both the residency program and the outside division.

Works as part of the Pediatric Education Enterprise Residency Team. Works collaboratively with Division leadership, Rotation Directors, Primary Children’s Hospital ( PCH ) and Associate Program Directors. Conducts routine meetings with divisions/stake holders to review resident schedules and clinical profile/ FTE . Recommends changes when necessary and assists in implementation of resident schedules.

Problem Solving

  • Resolves issues in a calm and helpful demeanor and makes self-available as a resource to Manager, Chief Residents, and staff.
  • Strong ability to prioritize and multitask.
  • Strong ability to manage own time & resources to achieve goals.
  • Follows through on commitments in a timely manner.
  • Ability to communicate (written and verbal) in a clear & professional manner – ensuring content expresses intended purpose, minimizing need for clarifying questions.

Work Environment and Level of Frequency typically required:

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required:

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work experience) 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.

This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

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

Preferences

Preferences:

  • Experience with Microsoft Office Suite (Outlook, Excel, Teams, etc.) and ability to navigate four to six computer programs simultaneously.
  • Experience with QGenda Scheduling Software.
  • Experience with MedHub Record Management Software.
  • Experience with creating schedules for multiple providers, including call, clinics, time off, etc.
  • Experience working in Graduate Medical Education programs.
  • Typing speed of 40 WPM or more and/or ability to use ten-key by touch.
  • Excellent interpersonal and communication skills.
  • Demonstrated ability to work independently.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

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

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.