GME Program Administrator

About the role

Core Job Summary: The GME Program Administrator oversees and coordinates the daily operations of assigned medical residency or fellowship program(s). The GME Program Administrator supports the program director(s) and residents/fellows by ensuring all administrative tasks are performed to standard to maintain compliance with Accreditation Council for Medical Education (ACGME) requirements. The incumbent establishes relationships with stakeholders to ensure a high level of service delivery.

Job Status: Full time Employee Type: Staff

Responsibilities

• Manage daily administrative operations for one or more medical residency or fellowship programs.
• Assists the Program Director(s) (PD) and/or Associate Program Director(s) in developing and maintaining the educational quality of the training programs and ensuring compliance with ACGME accreditation standards and other regulatory requirements.
• Coordinates recruitment efforts and ensures compliance with requirements of the National Resident Matching Program (NRMP) Match process, to include scheduling of interviews, updating marketing material, and tracking candidates.
• Acts as a liaison for faculty, lecturers, and internal and external stakeholders.
• Assists in the preparation of letters of agreement with affiliated programs.
• Maintains knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements.
• Maintains learning materials including books, journals, computers, CD-ROM's, and other audio-visual materials.
• Ensures the resident management system for the programs is maintained, including updating resident demographic data and resident/fellow schedules, importing program and rotation goals and objectives, tracking conference attendance and vacation/leave schedules, and ensuring timely completion of duty hours reports.
• Ensures program information is updated in the Electronic Residency Application Service (ERAS).
• Ensures reports are submitted as required by the ACGME, the Graduate Medical Education Committee (GMEC), and other internal/external stakeholders.
• Collaborates in the development and implementation of operational policies, procedures, and standards.
• Adheres to University and unit-level policies and procedures and safeguards University assets.
• Department Specific Functions: Serves as a liaison between the Program Director(s), administrative leadership, UM/JMH Graduate Medical Education (GME) administration, (CME) continuing Medical Education office, Jackson Health System House Staff administration, faculty, resident and hospital staff to ensure seamless program operations.
• Provide administrative support for the ACGMEs Accreditation Data System in obtaining scholarly activities from trainees and faculty.
• Assist and participate in Recruitment related functions, such as, interviews, orientation, and social activities.
• Serve as Proctor for Examinations in accordance with the ABS guidelines.
• Responsible for participating and assisting in the planning of all annual events, educational related projects and activities.
• Assists, maintains and updates New Innovations online software Residency Management Suite.
• Responsible for maintaining and updating all residents/fellows/faculty files, demographics, evaluations, and all necessary documentation in accordance with ACGME requirements. To include Monitoring Duty Hours to ensure compliance and providing reports, when necessary.
• Responsible for reporting resident hospital assignments and submitting payroll information to the Jackson Housestaff office (bi-weekly electronic timekeeping system KRONOS).
• Coordinate Semi-Annual Reviews with the Program Director. Responsible for generating reports for six-month evaluation of resident/fellow to the program director and Clinical Competency Committee as required by the ACGME
• Coordinate and assist in weekly Grand Rounds.
• Helps in maintaining the ERAS database (Electronic Residency Application System) and oversees its processes during the recruitment season.
• Assists with trainee and rotating housestaff on all onboarding/offboarding credentialing and orientation.
• Assists, Manages and coordinates ACGME conducted accreditation site visits and internal reviews.
• Prepares Business expense reimbursement forms, non-employee reimbursement forms, IDRs, Work Orders, Check Requisitions and Purchase Requisitions.