Residency Coordinator - Temp

Residency Coordinator - TEMP

Schedule

Typically, M-F, 8:30a – 5:00p

• Communicating PTO/FMLA/Sick-Time UPMC supervisor following department policy RXPS‐12268 SOP
• Schedule subject to change pending duties as assigned
• This includes a 30min unpaid lunch
• Availability during this time by phone, email or in office in Victoria

On-site expectations

• Assist with residency communication needs
• Set up rooms for resident activities (pearls, meetings etc)
• Office Hours for Residents
• Weekly one-on-ones with UPMC supervisor
• Communicate with residency-affiliated UPMC leaders regularly
• Attend in-person or virtual meetings when applicable
• Assist with residency event planning

Work from home temporary accommodation

• To understand virtual communication’s intent, ask direct questions and get clarification
• Keep scheduled workdays and work hours consistent
• Maintain engagement and productivity to mirror on-site expectations
• Allocate and communicate time for virtual impromptu meetings, phone calls, or virtual drop-ins
• Connect socially with work colleagues in an engaging and value-added manner.
• Offer virtual office hours for learner support
• Ensure you have the appropriate technology to work:
  • Internet connection, computer, keyboard, mouse, phone, office supplies
• Internet connection, computer, keyboard, mouse, phone, office supplies
• Maintain focus by working in a quiet, comfortable place with adequate lighting
• Initiate or continue standard weekly and/or daily meetings
• Establish a communication protocol for sharing urgent messages

Common Activities

• Sending regular communication to residents on behalf of Drs Alfred L’Altrelli and Sandy Kane-Gill as well as Dean Amy Seybert.
• Serve as assistant to the Directors of the UPMC and Pitt Pharmacy Residency Programs and Directors of UPMC Pharmacy for matters pertaining to the residency program
• Provide program evaluation tools, wellness programs and ACGME reporting requirements in conjunction with education staff and Residency Program Administrator
• Act as liaison between trainees, the hospital's GME office and the Department of Pharmacy
• All other duties as assigned

GME Liaison

• Obtaining necessary permissions/approvals
• Processing requests to moonlight
• Monitoring for duty hours compliance
• Ensure trainees' duty hours are following ACGME requirements
  • Monitor duty hours reporting and send delinquent notices when indicated
• Oversee the resident and fellow moonlighting process
  • Processing requests to moonlight
  • Obtaining necessary permissions/approvals
  • Collecting and submitting of pay requests
  • Monitoring for duty hours compliance
• Maintain a database of PTO, vacation, meeting and sick time for the residents
• Collecting and submitting of pay requests
• Sending regular communication to residents regarding GME policies and processes
• Monitor duty hours reporting and send delinquent notices when indicated

Resident Paperwork

• Reconcile residents' block schedules in Pharm Academic
• Monitor trainee rotation and quarterly progress completion
• Send notification as needed
• Create and maintain organized employee files for residents including key paperwork and documents
• Gather New Resident Information List at least one month prior to resident orientation
• Pharmacademic duties
  • Update and distribute the master resident rotation schedules as prepared by the Residency Program Directors
  • Reconcile residents' block schedules in Pharm Academic
  • Monitor trainee rotation and quarterly progress completion
  • Send notification as needed
• Update and distribute the master resident rotation schedules as prepared by the Residency Program Directors
• Create and maintain organized academic portfolios for programs to assist with accreditation

Resident Recruitment and Onboarding

• Facilitating the interview process
• Aiding in the recruitment of new residency applications
• Acting as a liaison for RPD’s and RPC’s
• Corresponding with applicants as necessary
• Orientation
• Adhering to deadlines, policies and procedures and coordinating the rank lists for report out to program administration
• Recruitment
  • Aiding in the recruitment of new residency applications
  • Acting as a liaison for RPD’s and RPC’s
  • Corresponding with applicants as necessary
  • Facilitating the interview process
  • Adhering to deadlines, policies and procedures and coordinating the rank lists for report out to program administration

• Present GME information during orientation activities
• Complete Resident I-9’s
• Clothing Ordering: Gather sizes and quantities for White Coat and Scrubs for each new resident/fellow

Resident Evaluation and Progress

• Ensure resident compliance with the institutional annual health review and annual hospital training
• Organize and manage educational ‘Resident Research Series’, including longitudinal research work groups and scheduling of Resident Research Day in June
  • Coordination with Directors of Research Series
• Distribute and ensure completion of the annual Program survey of residency programs by preceptors and residents
• Maintains and Monitor records of resident attendance at all required educational activities
  • Conferences, didactic lectures, special events, didactic experiences, special staffing assignments etc
• Conferences, didactic lectures, special events, didactic experiences, special staffing assignments etc
• Coordination with Directors of Research Series
• Monitor and ensure completion of the residency evaluation processing
• Facilitate the graduation process including archiving graduating residents' diplomas and criteria from RPDs
• Preparing academic portfolios for program director review
• Prepare a progress report for the program administration monthly to review
• Organize and manage the semi-annual evaluation process for the residents
  • Preparing academic portfolios for program director review
  • Scheduling evaluation meetings and coordinating with program director availability
  • Monitor and ensure completion of the residency evaluation processing
• Scheduling evaluation meetings and coordinating with program director availability
• Monthly rotation evaluations for both preceptors to evaluate trainees and for trainees to evaluate their rotations

Resident Wellness

• Coordinate wellness activities as necessary
• Monitor attendance at all required department wellness sessions
• Support the resident wellness committee

Event Planning

• Resident Research Day (Beginning in April)
• Midyear (Beginning in July)
• Orientation (Beginning in April)
• Graduation (Beginning in January)
• Continuously planning daily for at least 1 hour daily for next upcoming event
  • Orientation (Beginning in April)
  • Resident Research Day (Beginning in April)
  • Midyear (Beginning in July)
  • Graduation (Beginning in January)

• Planning for all residency event considerations and orderables in timely manner, communicating to Residency-affiliated leaders:
  • Gathering RSVP information or estimated attendee volume
  • Booking of event space (booths for midyear)
  • Ordering materials (flyers, banners, equipment)
  • Ordering food for receptions or events
  • Ordering gifts/giveaways for receptions or events
  • Sending all communication to event attendees with details in timely manner
• Ordering materials (flyers, banners, equipment)
• Booking of event space (booths for midyear)
• Ordering food for receptions or events
• Sending all communication to event attendees with details in timely manner
• Gathering RSVP information or estimated attendee volume
• Ordering gifts/giveaways for receptions or events

Resident Office Hours

• On-site or phone availability daily during work hours for resident questions/concerns
• Processing Resident Forms – PTO, ITO, Moonlighting (48-hour MAX response time); Escalate any issues
• Availability must be communicated to residents and held weekly

Presence at Residency-Affiliated Meetings

• RAC, Residency Touchbase, Open Houses, Residency Conferences
  • Providing agendas at least 12 hours in advance of meeting time
  • Take notes - disseminate
  
  
• Providing agendas at least 12 hours in advance of meeting time
• Take notes - disseminate
• Coordinate and attend the monthly Resident Accreditation Committee (RAC) meeting
  • Prepare agenda, disseminate before each meeting
  • take minutes/notes, disseminate after each meeting
• Take minutes/notes, disseminate after each meeting
• Prepare agenda, disseminate before each meeting

A High School Diploma or GED is required for this position and a Bachelor's degree is Preferred.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.