Position Summary

You will serve as the administrative leader for one or more graduate medical education (GME) programs and partners with the program director in the operational and financial management of the program(s). This position requires a comprehensive and detailed understanding of national accreditation policies as well as a high degree of initiative and independent judgment. This person will develop, initiate and/or direct a wide range of programmatic activities including long- and short-term program planning, project development and management, recruiting, developing and updating policies, developing and implementing databases, communicating with faculty, fellows, residents, and medical students and managing internal and external program relations. The program administrator’s role crosses many specialty areas including administrative, finance, human resources, and event planning to name a few. The position is essential in training program operations and is a primary resource for learners, faculty, and administrative staff. This position is a requirement of the accrediting agency, the Accreditation Council for Graduate Medical Education (ACGME). The incumbent may also be responsible for supervising office staff members who work in the training program office.

Essential Duties and Responsibilities: In order to succeed in this role successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

Administrative

• Executes institutional and/or program activities with a high degree of independence (e.g. educational events, training, recruitment, orientation, graduation, site visits, etc).
• Partners with program directors concerning program management challenges and activities. Identifies and evaluates methods for improvement and makes recommendations to program leadership.
• Partners with program leadership in the development of program-level policies and provides copies of program-specific policies to the GME Office.

Clinical Experience and Educational Schedules

• Creates, monitors, and disseminates trainee schedules and manages those rotation schedules throughout the year (entering into residency management system, ensuring budget compliance, verifying required training goals are met, etc.).
• Monitors completion and compliance of work hour logs.
• Tracks moonlighting activities of trainees and ensures compliance with moonlighting policies.

Credentialing

• Provides accurate information about the physicians who trained in the program and is detail-oriented in the credentialing process.
• Drafts the “Verification of Training” forms.
• Drafts recommendation letters.

Evaluation

• Proficient with Residency Database Management system.
• Assists with the development of and ensures completion of formative, summative, semi-annual, and final evaluations of the trainees.
• Sets up and manages 360-degree evaluations.

Other duties include: Faculty, Finance, IT, Human Resources, Medical Students, Recruiting/Onboarding, Program Accreditation, Wellness, and Professional Development

Qualifications

Education

• An Associate’s degree OR 5+ years of administrative support experience in lieu of a degree.

Experience

• A minimum of 3 years of office management or administrative experience is required.
• A minimum of 1 year of experience in a graduate medical education program is preferred.
• Experience as a residency or fellowship coordinator and/or working within a GME residency or fellowship program setting is preferred.