Item 3.E-September 12, 2014
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): Daisy Rosado
Current Title: Coordinator, Graduate Medical Education - LV
(JCC:77822)
Department: Graduate Medical Education
Account #(s): 1108-119-001P
Position #(s): 17514
Current Range: 3
College/Division: University of Nevada
School of Medicine/VP, Health Science
Action Proposed: ( check all that apply )
( ) New position: Proposed Range:
Proposed Title:
(X) Title Change, Proposed Title: Coordinator, Graduate Medical Education (GME) Programs
( ) Proposed Reassignment from Range to Range
( ) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Range:
JCC (Current or new HR assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature Miriam Bar-on, Associate Dean, GME
__________________
Date
____________________________________________________________
Coordinator/Chair/Dean Thomas Schwenk, VP, Health Science/Dean, UNSOM
__________________
Date
Approved for Salary Placement Committee review
____________________________________________________________ __________________
Pres / Vice Pres / Vice Prov Signature Stacy Burton, Vice Provost, Faculty Affairs Date
Action Approved by the Provost/President (Completed by Faculty HR):
Pos #(s): 17514 JCC: 67611 Range: 3 EEO: 9/1/2014
Approved Title: Coordinator, Graduate Medical Education (GME) Programs
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Printed Name: ____________________________________________________
Date
Rev: 10/1/2012

Position Description - Coordinator, GME Programs Page 2
1. Summary Statement: State the major function(s) of the position and its role in the university. Attach an organizational chart with positions, ranges, and names for the division which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Coordinator, Graduate Medical Education (GME) Programs, is under the direction and supervision of the Associate Dean for GME and is responsible for critical elements of the GME office relating to the educational mission of GME. The individual serves as a statewide coordinator and resource for all residency coordinators and trains new coordinators as programs are added. The position is the institution’s super-user of New Innovations, the electronic evaluation and program manager software used by the University of Nevada School of Medicine (UNSOM). The individual assumes the responsibility for affiliation agreements for residents rotating away from UNSOM at another institution and for the affiliation agreements/program letters of agreement for UNSOM training programs located in Las Vegas. The individual serves as the point person to ensure coordinators are appropriately tracking resident work hours and maintaining schedules for institutional reimbursement.
The position monitors program milestone attainment compared to national standards as well as programs’ meeting institutional/ACGME standards in elements critical to the accreditation process.
The Coordinator participates in other activities related to GME and accreditation, as assigned. The position reports to the Associate Dean, Graduate Medical Education.
2. List the major responsibilities, including percentage of time devoted to each. Provide enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
40% - Program Administration
20% - Educational Program Coordination

Educates and trains the coordinators to maintain full knowledge of their specific program requirements, the common program and institutional requirements

Chairs the monthly coordinators ’ meetings (via pictel and/or in person)

Addresses coordinators regarding productivity issues should the need arise

Ensure coordinators are tracking resident work hours for institutional reimbursement

Collaborates with coordinators to ensure monthly documentation of delineation of privileges in the New Innovations procedure logger

Serves as the institutional super user for New Innovations the electronic evaluation and program manager software used by the institution for program administration, evaluations, milestones, clinical competency committees, procedure loggers, personnel and schedules

Collaborate with program coordinators to prepare for new program set-up and program updates in New Innovations

Collaborates with coordinators to ensure required information is completed and submitted prior to deadlines (i.e. licensing evaluations, graduation certificates, performance tracking forms, etc.)

Manage the download of matched residents from ERAS and upload into New Innovations

Develops and implements the annual coordinator development retreat, annual appreciation event, monthly coordinators
’ meetings and monthly New Innovation training sessions via
Ready Talk
10% - Onboarding Coordination

Serves as point person for visas for foreign medical graduates

Collaborates with human resources to coordinate on-boarding documents, dates and procedures

Collaborates with UNLV Dental residency Coordinator to create checklists and facilitate onboarding and credentialing procedures for incoming residents

Position Description - Coordinator, GME Programs Page 3

Collaborates with departments and major hospitals to improve on-boarding procedures and update all documents for annual orientation season

Manages the New Innovations departmental and human resources on-boarding module, tracks progress, disseminates appropriate documents for the purpose of IT establishment, immunizations and credentialing criteria so residents and fellows start on July 1

Collaborates with the GME team to organize and facilitate the annual GME Orientation, with specific focus on the information fair

Coordinates all necessary certifications, immunizations, pager orders and participating hospital orientations annually for incoming residents
10% - Program Compliance

Ensures that programs provide current information to the Accreditation Council for Graduate
Medical Education ( ACGME) within the regulatory guidelines and deadlines

Oversees compliance with ACGME and GME program requirements including, but not limited to, those associated with program letters of agreement and evaluations

Monitors FLU shot and TB and Fit testing for all residents and fellows

Creates request for payment reports and documents for the purpose of payment to the licensing boards
20% - GME Reports

Assists in the writing of the annual report of the GMEC in collaboration with the Associate
Dean for GME

Researches broad GME issues and the ACGME rules and regulations in order to maintain compliance, generate necessary reports, and identify best practices

Collaborates with GME staff to perform special reviews of programs

Monitors program completion rate of annual updates to reach the 80-100 mandatory percentile

Track program milestone scores versus national scores using New Innovations or ACGME data. Prepare reports for GME office and for individual programs

Develops matched resident reports to be disseminated for the purpose of medical mal-practice insurance, WebCampus access, medicine email accounts, and credentialing in major participating sites
20% GME Office Operations

Participates in long-range and short-term strategic planning for the GME office

Develops and implements, in conjunction with GME team, resident and fellow wellness programs

Coordinates with the GME team to develop and maintain a residency coordinators’ resource page on the UNSOM website, to include articles, best practice tools, TAGME certification help guides, health and wellness resources, frequently used forms, professional development tools, frequently asked questions, announcements and program coordinator handbook

Works collaboratively with the web design department to develop and maintain a user friendly new resident, visiting resident and away rotation resident set of pages on the GME website

Participates in GME committee both in LV and in Reno
20% - Affiliation Agreements

Collaborates with residents, general counsel’s office and outside institutions to establish affiliation agreements for residents pursuing away rotations – drafts documents, negotiates changes, meticulously tracks progress of each document with appropriate follow up and full execution prior to residents leaving UNSOM

Collaborates with program coordinators, general counsel’s office and outside institutions to establish affiliation agreements for training sites for UNSOM residents in ACGME accredited

Position Description - Coordinator, GME Programs Page 4
Programs; works with program coordinators to obtain appropriate goals and objectives for rotations at affiliation sites

Collaborates with the Coordinator of Contracting and General Counsel’s office and outside institutions to establish master affiliation and periodic financial agreements in addition to create all program letters of agreement for Las Vegas

Collaborates with the Coordinator of Contracting and General Counsel’s office by participating in meetings pertaining to financial agreements with major sponsoring institutions for the purpose of renewing master affiliation agreements

Collaborates with Designated Institutional Official (DIO) and program coordinators in the administrative process of starting a new residency or fellowship program by obtaining all applicable participating sites and creating agreements for compliance
3. Describe the level of freedom to take action and make decisions with or without supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The Coordinator works autonomously with consultation and discussion with the Associate Dean and follow-up at weekly staff meetings with the department. The incumbent must consult with the
Associate Dean regarding issues which could negatively affect accreditation and training programs or questions outside the usual scope of work.
Impact:
The incumbent makes decisions that have the potential to affect accreditation of the institution and its residency programs. Further, the individual’s decisions impact the performance of the residency coordinators and collection of necessary data. F ailure to fulfill this position’s job responsibilities and duties will result in damage to educational programs and the reputation of the Graduate Medical
Education Office and UNSOM.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:

Accreditation Council on Graduate Medical Education (ACGME) rules and regulations as they apply to the institution

ACGME requirements for the programs sponsored by UNSOM as they apply to specific training programs (residency and fellowship)

GME in the context of the UNSOM administrative structure including hospital affiliations

Function of human resources and legal support at UNSOM and how it applies to residents, fellows, Coordinators and program coordinators

Principles of confidentiality (HIPPA/FRPA) and record keeping

ADS and other electronic data tracking systems used by programs and the institution

Higher education organizational structures, operations and policies

Association of American Medical Colleges (AAMC) in context of GME resources

Group on Resident Affairs (GRA) in the context of GME leadership and development education

American Medical Association (AMA) in context to GME resources and changes that affect resident and fellows

Educational Commissions for Foreign Medical Graduates (ECFMG) in context of FMG policy

Position Description - Coordinator, GME Programs Page 5
Skills:

Proficiency in use of a personal computer and current software applications including but not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)

Excellent oral and written communication

Exceptional organizational skills

Analytical skills (critical thinking)

Problem solving

Interpersonal and human relations to work effectively with others by being an active listener, being fair and nonjudgmental, supportive, and a collaborate team member
Ability to:

Maintain confidentiality of sensitive information

Serve as a role model and mentor for others

Understand and interpret formalized policies, guidelines, rules, and regulations

Manage, prioritize, and complete multiple projects/tasks in an efficient and timely manner while maintaining focus on organizational goals

Work independently and collaboratively as a team member

Manage resources effectively and efficiently

Research issues, provide solutions, and make appropriate decisions and bring concerns to management

Maintain professional business and work ethics and standards

Participate in continuing professional education to stay current with the ever changing ACGME requirements

Travel as needed
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal Reason for Contact
Residency Coordinators
Program Coordinators
General Counsel’s Office
UNSOM Human Resources
To be the administrator and indirect supervisor, obtain information, problem solve, and provide services
To obtain information and work collaboratively on projects
To review affiliation agreements and program letters
To resolve contract, policy and other personnel issues
To ensure fiscal accuracy UNSOM and UNR Budget offices
UNSOM Faculty
University staff in Extended
Studies
To work collaboratively program developments
To work collaboratively on observerships
External
External institutions
Nevada Board of medical
Examiners (NBME)
Nevada State Board of
Osteopathic Medicine
ACGME
Affiliated Hospitals
Reason for Contact
To work on affiliation agreements
To work on annual licensing and payment for incoming resident and fellows
To work on annual licensing and payment for incoming resident and fellows
To fulfill requirements and provide accreditation information
To work on on-boarding and credentialing requirements for incoming residents

Position Description - Coordinator, GME Programs Page 6
6. Indicate the minimum qualifications which are necessary in filling this position should it become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent. a. Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution
b. Minimum type and amount of work experience, in addition to the above required education necessary for a person entering this position.
Bachelor’s Degree and four years, or a Master’s Degree and two years, of experience in field of medical education, communication, or management
Preferred Licenses or Certifications: None c. Indicate any license or certificate required for this position.
None