The Association of Pediatric Program Directors Coordinators’ Section is dedicated to promoting and enhancing graduate medical education in the specialty of pediatrics. The Coordinators’ Section of APPD is established as an educational resource to foster the exchange of ideas and information for persons in the position of pediatric program coordinator. Our goal is to enhance graduate medical education within each program and promote communication among coordinators, program directors, and the APPD membership.
Sample Coordinator Job Description
This position provides direction, leadership and day-to-day management of educational and departmental
activities to include administrative support to the Director of the residency training program and Chief
Residents; and educational coordination between attending physicians, residents, medical students and
institutional and regulatory administrative offices.
The coordinator must:
- Demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow.
- Coordinate and administer human resource functions and participates in budget review and financial processes.
- Act for and make decisions in the program director’s absence within prescribed limits of authority.
55% Administration, coordination and supervision of graduate medical education programs for residents.
- Initiate award nominations and other GME-related projects as necessary.
- Ensure house staff compliance with established policies and procedures.
- Manage and coordinate ACGME-conducted accreditation site visits for Pediatric Residency Program.
- Maintain web-based ACGME accreditation surveys for Pediatric Residency Program, collecting and collating appropriate information from various sources throughout the campus.
- Compile and submit reports to ACGME, American Board of Pediatrics, American Academy of
Pediatrics, American Association of Medical Colleges, AMA, and other professional organizations as
- Maintain GME Track.
- Initiation and administration of house staff budget, including projections of future needs.
- Compile documentation for justification of additional house staff funding.
- Documentation and credentialing for all graduate medical education training conducted within the
department, including initiation and writing credentialing documents as required by house staff and
completion of credentialing forms for signature by appropriate medical staff; maintenance of all house staff personnel records, including confidential evaluation and counseling records.
- Developing new procedures in response to new or revised policies issued by governing agencies
or program director.
- Serve as liaison with Chief Residents.
- Plan, organize and schedule new house staff orientation.
- Liaison and communication with all appropriate campus offices and affiliated hospitals as well
as program director and pediatric staff.
- Coordination of American Board of Pediatrics in-training examination
- Provides administrative support to Pediatric Residency Program Director, including
scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports and provision of data to the Pediatric Residency Program Committee.
- Implementation of policies developed by the committee.
35% Administration, coordination and organization of house staff recruitment for all residency programs offered in the department.
- Review all residency applications and screen those appropriate for interview. Evaluate residency
applications for completeness. Notify applicants of decisions for interview.
- Use knowledge of ERAS (Electronic Residency Application Service) software to manage residency applications and compile reports as necessary.
- Train and supervise as needed those administrative assistants hired temporarily to assist with
- Write and revise recruitment brochures and all printed materials and forms, as well as all website
- Administration and coordination of all house staff interviews, communication with applicants as
5% Administrative Support for Pediatric Residency Program Director
- Provides administrative support to Pediatric Residency Program Director, including scheduling of
meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports and provision of data to the Pediatric Residency Program Committee.
- Prepare written reports and correspondence for the Program Director relative to the residency program. Implementation of policies developed by the committee.
5% Coordinate all social functions for the Pediatric Residency Program
- Including welcome breakfasts/luncheons for new residents, department picnics, holiday gatherings, journal clubs, and graduation/awards banquets.
- Computer and data base management
- Research and data analysis skills
- Excellent verbal and written skills
- Ability to work collaboratively and effectively with other departments and outside agencies
- Ability to work with individuals from different countries and cultures
- 2 years experience in supervision and development of support personnel
- 2 years experience in program administration and implementation
- Familiarity with Human Resources issues and policies
- Skills in coordinating multiple, simultaneous ongoing program demands
- Knowledgeable in budget preparation and allocations
- Organizational abilities, attention to detail, dependability and trustworthiness
Interested in joining the Coordinators’ Executive Committee?
The Coordinators’ Executive Committee will consist of three at-large members (serving three year terms), one Chair-Elect, one Chair and one Immediate Past Chair (serving a combined three year term, with a one year term in each position). The Coordinators’ Executive Committee members are elected by the Coordinators’ Section membership. A Coordinator must be a member of the APPD during the call for nominations to be considered. Any APPD member may nominate a coordinator, or a coordinator may nominate themselves to serve on the Executive Committee.
If for any reason once elected an executive committee member cannot fulfill the elected term, the Coordinators’ Executive Committee may appoint a committee member with approval of the APPD Board. The committee person vacating their position will notify the Chair of the Coordinators’ Executive Committee, who in turn will notify the Executive Director that a vacancy will occur.
Annually, the Coordinators’ Executive Committee will identify the skill sets and knowledge desired to fill open positions on the Executive Committee. In addition to helping lead specific tasks/programs, it is expected that the Executive Committee will delegate to members within the section leadership projects to be carried out under the Executive Committees’ supervision. Executive Committee work will be guided by the APPD Strategic Plan.Duties and Responsibilities of the ChairExpand
The Chair shall prepare the agenda for and preside at the meetings of the Coordinators’ Executive Committee of the APPD. In addition, the Chair shall be responsible for working with section members throughout the year with concerns of and opportunities for the Section. The Chair shall be an excellent communicator, working closely with the APPD President or designee and Executive/Associate Director, in addition to the Executive Committee members, members of the coordinators sections and all APPD members. The Chair will have the following roles/responsibilities:
- Ensure conference calls with the Coordinators Executive Committee occur monthly and that minutes are sent within two weeks to the APPD Board
- Assume responsibility for bi-annual reporting to the APPD Board; and other times as requested.
- Chair Coordinators’ meetings during the APPD Annual Spring Meeting
- Provide oversight for grassroots sessions and other key components of the spring and fall meetings as they pertain to the coordinators section, in concert with the planning committees
- Communication of Key issues and strategic recommendations to the Board
- Assume responsibility for presentations to the Board, if requested.
- Oversee Fall and Spring Meeting Planning with Chair-Elect
- Circulate Report to all coordinators after fall and spring meeting
- Act as contact for section membership requests from recent meetings
- Assist the Chair as needed
- Oversee Fall and Spring Meeting Planning with Immediate Past Chair, including but not limited to Professional Development Planning and new attendee planning
- Oversee Task Force and Committee Chairs, to include but not limited to Communication/Tools Committee, Professional Development Committee, Scholarly Activity Committee
- Assist the Chair as needed
- Oversee Share Warehouse information, including but not limited to additions and updates
- Coordinate and update the Communications workgroup to include CoorCOMM oversight
- Oversee Scholarship function for both meetings
- Assist in preparation and presentation for Onboarding new members of the Executive Committee
- Assist the Chair as needed
- Coordinate and update the mentoring program and mentor workgroup
- Annually review “APPD Coordinator’s Executive Committee Leadership Structure” for accuracy
- Assist the Chair as needed
- Take and distribute the minutes of Executive Committee conference calls to the EC and Executive Director/Associate Director within ONE week of the call
- Assist the Chair as needed
- Attend APPD Fall and Spring meeting annually
- Present workshops/presentations in the absence of other presenters for each meeting
- Review and vote on all Coordinator Scholarship Awards and coordinator meeting abstract submissions
- Welcome new coordinators and APPD members
- Ensure close communication/collaboration with APPD Board and Association Executive management
- Participate in monthly conference calls
- Communicate with Section members as often as necessary to assure that member perspectives are represented
- Meet onsite during the APPD Annual Fall and Spring Meeting
- Develop recommendations to the Board regarding issues pertaining to, or affecting, Section members, including how these align with the APPD Strategic Plan, proposed timeline with action items and outcome measures and what budgetary implications may be connected to these recommendations.
- On an ad-hoc basis the Section Executive Committee may communicate to the Board as needed
- Help implement strategic plans in concert with the Board
- Help implement requests from the Board
- Identify plans arising from the Section that may help implement aspects of the APPD Strategic Plan
- Encourage Section members to get involved with the work of APPD, including taking on leadership positions
- Ensure that Section members are being served by conducting the following, which may be delegated with Executive Committee oversight/input:
- Annual needs assessment of section
- Needs assessments should have Board input/approval before dissemination
- A summary of the needs assessment with proposed activities as a result of the survey should be presented to the Board
- Served as a coordinator for 3 or more years.
- Attended a minimum of 3 APPD meetings in past 5 years.
- Given a presentation or workshop at APPD or other national meeting in past 5 years.
- Written paragraph on vision of how they can serve the Coordinators Section.
- Fulfills identified need/diversity on Executive Committee (meeting skillsets desired, communication skills, leadership, etc.).
- Meets or exceeds all of the minimum expectations of an EC member.
- Support from Program Director to take on this role.
coorCOMM: Coordinators’ E-Communication
The purpose of each Work Group is to enhance the overall value of membership in APPD. Work Groups represent an opportunity for member involvement, provide opportunities to identify and serve the overall purposes of the section and APPD.
- The APPD President and Executive Director shall be ex-officio members of all work groups, without vote, unless either or both are designated members of that work group.
- The Board of the APPD shall receive semi-annual reports on the activities of each work group.
- The work group chairperson, selected by the Executive Committee, will report to the Coordinators’ Executive Committee at the Spring and Fall Meetings of the APPD or to the Executive Committee Co-Chairs if they are unable to attend those meetings.
- The work group chairperson will also have the option of asking a member of their work group to report in their absence.
- The Coordinators’ Executive Committee will recommend work groups and develop their responsibilities, subject to APPD Board approval.
- The Executive Committee will be responsible for selecting each work group.
There are currently two Coordinators’ Work Groups. To participate, please contact any member of the Coordinators’ Executive Committee or the APPD office at email@example.com.
Coordinators’ Communication and Tools Work Group
The Coordinators’ Communication and Tools Work Group is responsible for the following:
- Provide written communication to all coordinators (monthly e-bulletins and other APPD communications as needed and requested). (Communications will be reviewed by the Coordinators’ Executive Committee and APPD office prior to dissemination.)
- Work with the Coordinators’ Executive Committee to ensure that the APPD is represented in a professional manner.
- Lead in the collation and dissemination of information to all coordinators in a timely and professional fashion. Welcome new members with correspondence and notify the membership when coordinators receive certification, degrees or awards.
- Work with the APPD office in the development and management of the Coordinators section of the APPD Website. Provide up-to-date, appropriate content, suggest improvements to functionality, and ensure branding is a key priority.
The Coordinators’ Executive Committee facilitates the Grassroots Forum for both residency and fellowship coordinators at the APPD Annual Spring Meeting. Sessions cover a variety of topics around the job of being a Coordinator.