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


Open Date 03/05/2018

Requisition Number PRN16536B

Job Title Coordinator, Administrative Program

Working Title Coordinator, Administrative Program

Job Grade D

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

primarily weekdays

VP Area U of U Health - Academics

Department 00260 - Division of General Surgery

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 31600 to 58400

Close Date

Open Until Filled 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 a department chair, or administrator.


Administrative Responsibilities

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

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

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

4. Updates program policies as needed to be compliant withACGME/GMEoffice

5. Assists housestaff with program policies and procedures

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

7. Assists with producing and distributing manuals/handbooks for housestaff

8. Assists with producing and distributing annual rotation schedule and changes including entering and updating in E*Value 9. Assists with producing and distributing housestaff on-call 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 housestaff

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

16. Maintains housestaff scholarly activity data forGMEoffice andACGMEannual update

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

18. Works with theGMEoffice to ensure housestaff 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. Reports on-call meal money for housestaff to theGMEoffice

20. Assist with the Annual Program Evaluation (APE) by preparing a written plan of action, as is required, that delineates specific initiatives to improve performance as well as how to measure/monitor performance.

21. Assist with updatingACGMEAnnual Program Review (ADS) with Program Director.


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

2. Drafts verification of training forms

3. Tracks housestaff procedures in E*Value (if applicable) and theACGMECase Log System

4. Monitors housestaff board eligibility status 5. Coordinates semi-annual housestaff reviews with program director or associate program director, including portfolio review

6. Monitors housestaff 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 housestaff completing the program or transferring out of the program

Housestaff 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 J1 visa forms

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

6. Verifies applicant eligibility including program selection policy, Educational Commission for Foreign Medical Graduates (ECFMG) and visa requirements

7. Assists the program director in submitting the rank order list to the National Resident Matching Program (NRMP)

8. 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 housestaff training

3. Completes annualACGMEprogram and housestaff 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 specialty board websites annually 2. Implements and maintains program management software (E*Value)

3. Develops and maintains program and recruiting webpages

Human Resources

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

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

3. Maintains fellowship and job opportunity files

4. Monitors housestaff morale and responds to concerns

5. Assists in housestaff remediation

6. Assists with due process for housestaff probation and termination

7. Coordinates housestaff mentor program


1. Oversees program budget

2. Processes additional compensation forms for housestaff

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

4. Processes procurements for the program 5. Processes procurements for housestaff using their education and travel funds

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 program management skills (through human resources, etc.)

3. Actively participates at a national level in program coordinators’ association (if one exists for the specialty), or other national meetings, e.g. involvement in the annualACGMECoordinator program or other relevant graduate medical education committees

4. Support in pursing certification through Training Administration of Graduate Medical Education (TAGME)


This job description 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.

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 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.


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.