Mount Sinai Careers

Assistant Coordinator Residency Program

New York, New York
Professional / Managerial / Administrative

Job Description

Strength Through Diversity

Ground breaking science. Advancing medicine. Healing made personal. 



Job Title: Assistant Coordinator Residency Program 



Roles & Responsibilities:



A. Clinical/Technical/Service/

1.    Reimbursements & Travel Arrangements


·         Handle and follow-up reimbursement and disbursement for outside consultants.


·         Arrange and follow-up disbursement of checks for residents and program directors.


·         Order and follow-up for books, journals, CD-ROM and teaching materials for program and program director(s).


·         Coordinate schedules and travel arrangements for resident, program director and associate program director.


·         Process and track departmental requisitions (payment vouchers, purchase orders, etc.)


·         Maintain up-to-date membership for PD and arrange reimbursement.


·         Keep records for all reimbursements.


2.    Resident Evaluation Process


·         Maintain resident files including schedules, duty hours worked, attending and peer evaluations, summary evaluations & scores, individual evaluations, narrative comments (draft), and procedures for the purpose of counseling residents.


·       With the coordinator, direct and supervise the process through by which 120 residents complete all paperwork & responsibilities for monthly evaluations, procedures, duty hours, etc. and supervise that attending physicians in completion of all evaluations.


·         Schedule resident appointments – biannually; with additional appointments for fellowship and counseling.


·         Save and/or print evaluations for resident files.


3.    Resident Fellowship and Attending Application Processes


·         Drafts letters of recommendation for housestaff.


·         Transcribe and send letters of recommendation for the housestaff from the Directors of the Residency Training Program and for other attendings in the Department.


·         Assist in verification, licensing, hospital privileges, board certification & credentialing process


4.    Scheduling


·         Maintain the schedule for the Program Director, Sen. Assoc. Prog.Dir. and, Assoc. Prog Dir.


·         Schedule and retain multiple appointment calendars; insure that appointments do not conflict with other Divisional, Departmental and institutional meetings; confirms meeting attendance and location; arrange local travel.


·         Maintain and post all educational and conference schedules for the Department and the Divisions


5.    Recruiting, Interviewing and Hiring residents


·         Schedule applicant appointments for prospective or incoming residents with Program Director(s).


·         Cover the residency program office, direct applicants and interviewing physicians, and copy and deliver resume files during the interview process.


·         Schedule appointments for incoming residents with the Residency Manager and Coordinator.


6.    Maintaining educational & teaching materials


·         Catalog and maintain Chief Medical Resident library.


·         Catalog, organize and maintain Resident Library.


·         Distribute all textbooks to the medicine wards, the medicine conference room and the medicine library.


·         Organize Department of Medicine computer center.


7.    Miscellaneous


·         Schedule the use of the housestaff conference room and library.


·         Assistance to Medicine Administration when understaffed.


·         Manage all equipment maintenance in the residency area.


General secretarial support for the Associate Chair, Department of Medicine.


·         Answer phones, take messages, triage phone calls and respond to inquiries; pages and/or transfers calls when appropriate.


·         Word processes various documents including, but not limited to reports, memos on-call schedules, and other correspondence; distributes correspondence as appropriate.


·         Filing.


·         Requisitions office supplies when required; maintains supply inventory.


·         Photocopying.


·         Independently handle time and effort sheets.


·         Participate in maintaining files.


·         Use the hospital medical library to locate books and journal articles & retrieve computer searches.


·         Schedule patients, arrange patient admissions, interact with pharmacies and individual patients.


·         Obtain patient studies.


·         Support patients emotionally and in specific requests.


·         Assist in coordination of medical and patient care lectures; including lecture materials.


·         Liaison to Facilities (Information services, engineering and housekeeping) for computers, expediting repairs, cleaning, and special departmental needs.


·       Interface with Linen Services.


Support for Assistant Dean Albert Einstein College of Medicine


·         Cover and assist all activities of the Manager of AECOM medical students.


·         Schedule appointments for medical students including satisfaction of JCAHO requirements.


·         Provide letters of recommendations for medical students.

Support for Manager for Visiting Medical Students (OUME)


·         Perform administrative tasks


·         Scheduling rotations in the Department of Medicine for visiting students, from United States and International medical schools.     


·         Ensure compliance of all AECOM students and all visiting students in all departments with Infection Control, in order to meet hospital standards (bloodborne pathogens and compliance with OSHA Respirator regulations).


·         Manage application procedure for all visiting students.

a)    Track application request using Visiting Student Database (Microsoft Access)

b)    Enter student data: name, address, medical school, location of medical school, status of application (mailed and date mailed).


·         Assists in maintaining data bases created for all Department of Medicine visiting students.

a)    Date receipt of application

b)    Requested elective

c)     Dates of requested elective and status of elective.     


·         Ensure completion of application process.

a)    Application form with school official signature and seal;

b)    Elective authorization from the school

c)     Health insurance and malpractice insurance

d)    Complete Visit Student Medical Status Form

e)    Copy of school health record

f)      A Curriculum vitae

g)    Check or money order made out to BIMC ($200.00 per elective)


·         Notify student if material is missing from application.


·         Generate copy of application materials for sending to departments


·         Hospital-wide Medical Student Activities:

a)    E-mail all students that have been scheduled to rotate at Beth Israel of Housing and parking availability.                                                                                                                                                

b)    Keep records of responses and special requests so that optimal housing accommodations can be made.

c)     Receive information from students regarding any housing problems they may have, arrange to have problems corrected and follow up to be sure they have been corrected.

d)    Schedule cleaning service once per month for student apartments.

e)    At year end check all apartments and make repairs and arrange replacements as necessary.

f)      Order textbooks and teaching materials.

a)    Arrange apartment assignments and access (keys).

b)    Arrange library privileges and access to Computer Room.



B. Organizational/Managerial


·         Participate in the department’s performance improvement activities.


·         Maintain patient/employee confidentiality in the management of information.


·         Observe the Health Care System’s compliance policies.


C. Educational/Professional Development


·         On-time attendance.


·         Participates in the development of other staff members.


·         Meets regulatory, licensure and annual health assessment requirements.


·         Identifies learning strengths and needs.


·         Utilizes learning resources.


·         Enhance computer skills (sophisticated MS and Adobe applications)


·         Become proficient in PRISM (electronic medical records and data entry)


D. Communication/Relationships


·         Demonstrates a professional, courteous, and respectful attitude in dealing with patient families and significant others.


·         Displays courtesy, tact and patience during interactions with all members of the hospital staff  and extended community.


·         May be required to perform other duties as assigned or perform other duties when necessary.



·         Associates or Bachelor’s Degree preferred/In Process

·         Excellent interpersonal and communication skills.

·       High level computer skills:  Internet knowledgeable. Word processing, spreadsheet, adobe acrobat and e-mail proficiency; database familiarity; acquire special application proficient (scanning using appropriate programs).

·         Excellent organizational skills.

·         Diplomacy skills.

·         Excellent attendance history.

·         Must be a team player and be able to handle the demands of expanding programs and faculty/staff members.  

·         Maintain confidentiality.

Strength Through Diversity


The Mount Sinai Health System believes that diversity is a driver for excellence. We share a common devotion to delivering exceptional patient care. Yet we’re as diverse as the city we call home- culturally, ethically, in outlook and lifestyle. When you join us, you

become a part of Mount Sinai’s unrivaled record of achievement, education and advancement as we revolutionize medicine together.


We work hard to acquire and retain the best people, and to create a welcoming, nurturing work environment where you can develop professionally. We share the belief that all employees, regardless of job title or expertise, can make an impact on quality patient care. 


Explore more about this opportunity and how you can help us write a new chapter in our story! 


Who We Are


Over 38,000 employees strong, the mission of the Mount Sinai Health System is to provide compassionate patient care with seamless coordination and to advance medicine through unrivaled education, research, and outreach in the many diverse communities we serve.


Formed in September 2013, The Mount Sinai Health System combines the excellence of the Icahn School of Medicine at Mount Sinai with seven premier hospital campuses, including Mount Sinai Beth Israel, Mount Sinai Beth Israel Brooklyn, The Mount Sinai Hospital, Mount Sinai Queens, Mount Sinai West (formerly Mount Sinai Roosevelt), Mount Sinai St. Luke’s, and New York Eye and Ear Infirmary of Mount Sinai.


The Mount Sinai Health System is an equal opportunity employer. We promote recognition and respect for individual and cultural differences, and we work to make our employees feel valued and appreciated, whatever their race, gender, background, or sexual orientation. 


EOE Minorities/Women/Disabled/Veterans