Senior Program Administrator GME - Herbert Wertheim College of Medicine

About the role

Florida International University (FIU) Herbert Wertheim College of Medicine (HWCOM) is a national leader in integrating community-based medical education and clinical care. We are dedicated to training socially accountable physicians, scientists, and health professionals committed to serving the community. HWCOM is an academic and clinical affiliate of Baptist Health, South Florida's (BHSF) largest not-for-profit health system. BHSF and HWCOM aim to develop a catalog of graduate medical education (GME) programs based out of BHSF's largest hospital, Baptist Hospital Miami (BHM).

Job Summary

**THIS POSITION IS ELIGIBLE FOR A SIGN-ON BONUS (EXTERNAL APPLICANTS ONLY)**

We are currently seeking a Sr. Program Administrator for Graduate Medical Education to join our team of professionals within Baptist Hospital Miami:

• Responsible for the day-to-day administration of multiple programs or a single large program, as assigned, including creating and maintaining departmental files, preparation of institutional forms and requests, creating purchase orders and tracking/reporting program finances on an ongoing basis in compliance with institutional and regulatory requirements.
• Create program's operational budget in conjunction with program leadership and OGME. Manages and tracks future year projections to ensure budget compliance. Manages and monitors budget(s) for variances.
• Manages and oversees trainee recruitment and graduation, including but not limited to application screening in the residency application software (e.g. ERAS), assisting with scheduling candidate interviews, ensuring trainees meet program requirements, securing meeting sites and venues, etc.
• Covers daily activities of the trainees to include developing and disseminating rotation schedules, scheduling conferences and meetings, developing and tracking completion of trainee & faculty evaluations, preparing for faculty meetings, taking minutes at various meetings and other activities as requested.
• Covers logistics for program-specific orientation of new trainees.
• Manages evaluation mapping of competencies and milestones. Analyzes evaluations and shares trainee performance evaluations with program leadership via Clinical Competency Committee (CCC).
• Creates conference schedules, ensures didactics meets accreditation requirements, and integrates new ideas.
• Maintains accurate records of the trainee schedule and experience including rotations, procedure logs, evaluations, duty hours, leave and paid time off to ensure accurate reporting through the residency management software and Intern and Resident Information System (IRIS).
• In collaboration with Program Director ensures compliance with ACGME program requirements, board specific requirements and annual reporting.
• Revises, creates and implements policies/procedures in collaboration with Program Director. Critically evaluates policies to ensure alignment with institutional policies and accreditation requirements.
• Covers coordination of accreditation site visits, including preparing documents and actively participating in site visit.
• Serves as a liaison between the program and the Office of GME and HWCOM Human Resources department, to facilitate new trainee credentialing and onboarding as well as offboarding procedures.
• Provides guidance to trainees on program and GME policies, and non-clinical aspects of the program.
• Liaison between the program-specific accrediting bodies, program leadership and OGME. Primary contact for external organizations and stakeholders.
• Attends and presents at local and national meetings as appropriate.
• Performs other related duties as required or directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications

• Bachelor's degree and three (3) years of office or related experience.
• Experience in a healthcare or university setting, to include a minimum of 3 years in GME program administration.
• Advanced knowledge of GME and ACGME program requirements required.
• Proficiency in residency management system (Medhub or New Innovations)
• Knowledge and proficiency in either ERAS and/or Thalamus a plus.

Job Category

Administrative

Advertised Salary

$50,000 - $58,000

Work Schedule

8:30am - 5:00pm

Pre-Employment Requirements

• Drug Screening
• Expanded Background Check

Disclosures

• Clery Notice
• Pay Transparency
• Notice of Non-Discrimination
• Reasonable Accommodation Statement