GME Institutional Program Manager

With oversight and direction from the Program Director, the GME Program Manager is a member of the leadership team and is critical to the success of the program. The program manager collaborates in management, interpretation, and analysis, and makes recommendations in program planning and development for the residency or fellowship program and implements changes presented, managed, and approved by program leadership. The program manager must possess skills in leadership and personnel management. GME Program Managers are expected to develop unique knowledge of the ACGME Core and Program Requirements, policies, and procedures. The program managers assist in accreditation efforts, educational programming, and support of residents/fellows. They also effectively track and organize residency or fellowship related administrative duties through applying fundamental knowledge in conjunction with the Program Director. Manages calendars for meetings, educational sessions, program required meetings, event coordination in collaboration with program leadership.

• Program Accreditation: Initiates forms, including creating responses, and gathers documentation for Graduate Medical Education Committee (GMEC) review/approval; Critically evaluates and presents survey results to program leadership and the Program Evaluation Committee (PEC) as well as managers action items; Manages required documentation, preparations for, and participates in site visits, self-studies, and/or special review; Liaison between the national accreditation organization, Program Director, Associate Program Directors, Core faculty and the GME Office; Responsible for gathering responses and documentation for the GME Annual Program Evaluation (APE).

• Recruitment: Screens applicants for interviews to meet selection and accreditation criteria; Participates in interview process; Develop and communicate the itineraries for the candidates along with managing circulation and compliance of the applicant supplemental questionnaire to be used as part of the interview process and evaluation system in ERAS; Coordinates Rank Meeting materials; Participates in Rank Meeting; Collaborates with Program Director to enter and certify Rank Order List; Collects and maintains data to analyze, identify trends and make recommendations; Develops and distributes post-recruitment or Match surveys.

• Resident/Fellow Scheduling: Ensures curriculum requirements are met by training level and accreditation (requires strong knowledge of program requirements and processes); Creates and/or assists development of rotation schedule and communicates with off-services and outside hospitals; Creates appropriate advancement schedule for off cycle residents/fellows, incorporating remaining rotations required; Manages rotation schedule adjustments throughout the academic year; Critically analyzes work hours, including determining reason for work hour violations and/or trends with direct lines of communication to the program director; Generates and maintains Program Letters of Agreement and ensures they are accurate in conjunction with Contracting.

• Department Liaison for GME: Provides measurable impact on operational effectiveness and attainment of training program objectives; Reviews/revises documentation content; Provides administrative supervision and support to residents/fellows and investigates any questions and/or concerns; Functions as a liaison between the residents/fellows, Program Director, faculty, GME Office, participating sites, other internal departments and outside agencies.

• Curriculum Development: Manages evaluation mapping of core competencies and milestones through critical evaluation; Continuously ensures new or revised program requirements are integrated into the training program; Develops comparison data of evaluations and milestones for residents/fellows and the program; Analyzes completed evaluations for concerns and shares information with the Clinical Competency Committee (CCC); Creates conference schedule and ensures didactic series meets accreditation requirements and integrates new ideas and concepts for state-of-the-art medicine; Develops the program orientation process (outside of institutional orientation); knows what must be included, makes adjustments and changes as needed; Collaborates with internal departments, external training sites, and organizations on educational orientation requirements; Presents program materials to residents/fellows at orientation events.

• Program Communications/Meeting Management: Creates communications on behalf of Program Director when specific communications are needed; Primary contact for other programs/organizations (internal and external stakeholders); Reviews and edits communication created by Program Director; Engages with program faculty for education requirement adherence; Applies knowledge to create agendas, provides background information and is an integral part of the discussion. Active participant in meetings (as a non-voting member) including but not limited to Program Evaluation Com

• Finance: Creates budget based on projected rotation schedule, off-cycle residents/fellows and monitors accuracy; Creates program budget tracking mechanism; Manages and tracks future year projections to ensure budget compliance; Manages and monitors budget(s) for variances and presents evidence to explain any large variances to management; Evaluates operational expenses and makes recommendations to Program Director to correct variances; Advises GME on correction plan when notifying GME of budget variances.

• Policies & Procedures: Self-educates in national, institutional and employment requirements which inform policy/procedure development; Educates and manages new Program Directors on accreditation, institutional, board certification and/or Department policies and procedures; Educates and manages residents/fellows on accreditation, institutional, board certification and/or Department policies and procedures; Critically evaluates program policies to ensure alignment with institutional policies and accreditation requirements; Revises policies/procedures under the leadership of the Program Evaluation Committee (PEC); Implements new or revised policies/procedures and interprets them for residents/fellows.

• HR: Coaches/mentors new GME Program Managers; Tracks leaves of absences; Articulates the purpose of all credentialing documents; Critically evaluates all credentialing documents and resolves issues; Applies knowledge to answer incoming resident/fellow credentialing questions; Determines if training extensions are needed due to LOAs based on program and Board requirements; Creates letters to Board for exceptions/waivers; Writes rationale for temporary ACGME increases; Revises/maintains training program manuals/materials.

• Education, Wellness, and Social Events for Residents/Fellows: Creates and monitors event budgets; Manages events; Creates and manages wellness initiatives; Makes recommendations regarding resident/fellow educational events and/or social functions; Coordinates and implements University hosting policies/procedures with venue adherence; Tracks resident/fellow completion of required educational events.

Qualifications:

• Bachelor’s Degree or equivalent combination of education and experience.
• 2-5 years’ experience of office administrative experience, preferably in a healthcare and/or education setting.
• Experience in a large academic health system.
• Knowledge of University policies and procedures.

Knowledge, Skills, and Abilities:

• Demonstrated ability to operate with considerable independence and work under general supervision and escalate issues as needed.
• Demonstrated verbal and written communications skills and effective interpersonal skills.
• Demonstrated strong organizational skills with attention to detail, ability to manage multitasking and high-level complex scheduling, action lists and timelines with high-level accuracy.
• Demonstrated ability to interpret and implement University policies and procedures.
• Exhibit strong customer service skills when working with internal and external customers.
• Demonstrated ability to develop strong collaborative relationships.
• Strong administrative management skills and proficient with Microsoft Office.

Licenses/Certifications:

TAGME certification preferred or the ability to obtain within the first 3 years of employment.