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Building a relationship with program coordinators and directors

Residency Program Insider, November 20, 2015

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The core function of the program coordinator’s job is to support the duties and responsibilities of the program director and GME. It cannot be stressed enough how important it is for the program coordinator to establish a successful working partnership with the program director.

There are several actions coordinators can take to build a respectful and supportive working relationship with the program director, including the following:
•    Be proactive. Learn about the program and its history, and understand the various requirements the program must follow. If you find that the program is deficient in an area, speak up, develop a plan of action, and help implement it.
•    Meet with the program director. These sessions should be a two-way conversation, not simply the program director dictating tasks. Take the opportunity to share your accomplishments. Review the projects you completed, especially if you went above and beyond in an area or proactively handled a potentially disastrous situation. Tell him or her about processes, systems, evaluation forms, and additions to the program website that you created.
•    Get involved. Attend resident meetings and curricular development sessions. It is okay to be in places where others might not expect to find a coordinator. Not only will you have a better idea of what is happening in the program, but you can also have input on major changes that may affect your daily management of the program.
•    Stay a step ahead of the program director. Promptly provide information the program director requests. Never wait until the last minute. Prepare the program director for meetings and issues by providing support and compiling data or reports when needed. Anticipate the program director’s requests. Copying the program director on important emails to the residents and faculty will keep him or her informed.

Source: The Residency Coordinators Handbook, Third Edition

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