Program Manager-Residency/Fellowship

Default Work Shift:

Day (United States of America)

Hours:

40

Salary range:

$41.00 - $62.28

Schedule:

Full Time

Shift Hours:

8 Hour employee

Department:

GME Program Office

Job Objective:

Assists the Program Director with the daily operation of the residency/fellowship program office, ensuring smooth flow of planning, preparation and execution of activities related to maintaining program accreditation, residency/fellowship recruitment, resident/fellowship education activities and events. Acts as a resource for the Program Director as well as the residents/fellows and provides ongoing guidance to other program staff.

Job Description:

Education:

Required: Bachelor’s degree or four (4) additional years of experience as Residency Coordinator/Manager in lieu of degree

Preferred: Master's degree

Licensure/Certification:

Preferred: Training Administrators for Graduate Medical Education (TAGME) Certification

Experience:

Required: Three (3) years of experience in Graduate Medical Education within a residency or fellowship program; Two (2) years of experience with Master's degree

Reports To: Chief Administrative Officer-GME and Residency/Fellowship Program Directors

Supervises: Residency/Fellowship Coordinators

Ages of Patients: N/A

Blood Borne Pathogens: Minimal/ No Potential

Skills, Knowledge, Abilities:

Able to prioritize and meet deadlines, maintain confidentiality, Able to work independently with minimal supervision; able to supervise and delegate, Demonstrate leadership skills, Excellent interpersonal skills in dealing with the public, hospital and medical staff; ability to work under pressure and meet deadlines; must be “detailed oriented”, Is proficient with computer applications, online resources and equipment utilized by the program, department and institution, including Microsoft Word, Outlook, Office and Excel, Knowledge of Electronic Residency Fellowship Application System (ERAS), NRMP Ranking System, FREIDA, Institution/Department Intranet, ACGME WebAds, Institution computerized financial system, MedHub, Knowledge of Windows applications, graphics applications, spreadsheet applications, internet applications, Participate in institutional, departmental, community, and/or national meetings to remain informed about current academic trends and processes, Possess critical thinking, problem-solving and decision-making skills, Possess effective written and verbal communication skills and exceptional administrative and organizational skills, Understand and apply general financial and budgetary processes, principles and planning, Understand and apply GME program accreditation requirements and guidelines, as well as all other governing agencies, Understand department and institution policies and implementation of these policies within prescribed limits of authority, Understand graduate and continuing medical education, Understand principles of record keeping and confidentiality (including HIPAA compliance), Understand the organizational structure of GME and the relationship between the program, the accreditation and institutional entities, Understand the pressures that physicians face and encourages residents to use appropriate wellness tools

Essential Responsibilities

1. Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations. 2. Responsible for administration of the residency/fellowship program in accordance with the Accreditation Council of Graduate Medical Education (ACGME) accreditation requirements. 3. Oversee the daily operation and logistics of the residency/fellowship program. Direct the work flow and supervise the necessary administrative paperwork, records and complex filing systems to support the program. 4. Provide administrative support to the Program Director of the residency/fellowship and act as an educational liaison between attending physicians, fellows, residents, and institutional and regulatory administrative offices. Serve as a representative and liaison for the Residency/Fellowship Program in cooperative efforts with the faculty, other specialty departments, outside institutions, GME Office, and Medical Staff Office. 5. Oversee projects to achieve Residency/Fellowship goals and objectives. 6. Direct the annual revision of residency/fellowship handbook and website. 7. Assist the Director/Administrator of GME and Program Director in the creation and implementation of new policies and procedures. 8. Assume leadership role, under the direction of the Director/Administrator of GME and Program Director, in accreditation and re-accreditation activities. The Residency/Fellowship Program Manager is a member of the Clinical Competency Committee and Program Evaluation Committee. Maintain all evaluations and annual residency/fellowship review. 9. Assist the Director/Administrator of GME and Program Director in maintaining program accreditation, institutional and departmental compliance. Ensure compliance and maintain an updated fund of knowledge of current ACGME accreditation requirements for the program and institution. Ensure all accreditation documentation is accurate and up to date to meet the ACGME Milestone requirements for the program. Manage annual accreditation reviews and site visit preparations. 10. Develop and oversee the updating of recruitment information (websites, brochures, application software services). Act as liaison between program and prospective candidates. Oversee applicant feedback to improve the recruitment process. Develop and represent programs' image and exposure. Implement residency/fellowship program recruitment plan, time-line and guidelines for the department. 11. Manage the applicant screening and selection of resident/fellow applicants to interview. Oversee the organization of the interview day, including materials, schedule, meals, events, etc. Participate in interviewing residency/fellowship applicants. Manage the preparation and submission of the rank list to the NRMP. Develop all materials used by faculty during interview of candidates. Oversee ERAS installation and applications for the department. Prepare applicant ranking materials. 12. Assist in resident/fellow counseling meetings regarding elective planning, remediation, and disciplinary actions, etc. Ensure and maintain confidentiality and security of all resident/fellow’s files. Oversee the human resource functions at the departmental level, including leave, travel, and other personnel questions. 13. Prepare and manage residency/fellowship department budget. Prepare all administrative processes and systems to maximize IME and DME distribution to the institution. Initiate actions that improve the efficiency of work, reduction of costs, and/or improvement of quality of services. 14. Ensure that incoming residents/fellows are informed of documentation required by the primary institution and state licensing board and maintain records of compliance. Assist and advise Program Director in creating yearly rotation schedule for residents/fellows, incorporating curriculum requirements, and creating yearly elective and vacation schedules for the program. 15. Assist the Program Director with block and assignment schedules to ensure accreditation compliance regarding duty hours. Develop new policies and procedures in response to new or revised policies ensuring compliance with ACGME requirements. 16. Oversee and assist with enforcement of program and resident/fellow compliance according to the policies and regulations set by the accreditation council, program, department, and institution. Manage the preparation and submission of reports to governing bodies and professional organizations. Manage the preparation and submission of all post graduate training verifications. 17. Verify accuracy of statistics used for reporting to FREIDA, AMA and the National Resident Matching Program (NRMP). 18. Schedules in-service/in-training annual exams. 19. Ensure residents/fellows are compliant with current documentation for licensing and institutional requirements. Ensure that licensing and credentialing processes for foreign medical applicants are adhered. 20. Assist Program Director in the faculty development process. Ensure that faculty credentials are current. 21. Allocate and manage resident/fellow housing for offsite rotations. 22. Prepare and manage of contracts for faculty, residents/fellows, outside affiliations, program letters of agreements, and vendors. 23. Assist with the orientation of the new residents/fellows, including training and accesses to institutional systems (pager, security access, phone, computer, etc.). Assist with the transitioning of new residents/fellows into the program. Oversee general orientation of new residents/fellows (includes department, clinical areas and institution). 24. Oversee and assist Program Director with resident/fellow events and activities (graduation, retreat, resident/fellow events, etc.). 25. Performs other duties as assigned