Program Administrator-Academic Training - New York, United States - Hospital for Special Surgery

Description

Overview:

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GME Program Administrator

Orthopedic Residency Program

Full-Time (Hybrid)

Role Summary:

The GME Program Administrator serves as administrative leader for one or more graduate medical education (GME) programs and partners with the program director in the operational and fiscal 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 administrators role crosses many specialty areas including: administrative, finance, human resources, and event planning. 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.

Core Duties and Responsibilities

• ?Oversees assigned ACGME-accredited program(s) is/are in substantial compliance with the ACGME Common and Specialty/Sub-specialty-specific program requirements, as well as with ACGME policies and procedures.
• Oversees the residency/fellowship program daily activities. Organizes and prioritizes the daily activities of the residency/fellowship program trainees, faculty, and staff; monitors work progress status and ensures compliance with deadlines.
• Provides administrative and logistical coordination of all aspects of medical education programming in the department; prepares, monitors, and disseminates faculty and resident rotations, on-call coverage, work hours and vacation schedules. Maintains and monitors all required resident/fellow data, such as: case logs, duty hours, moonlighting activities, milestones, personnel data, evaluations, scholarship activities, patient safety and quality improvement activities, licensure and certification requirements, graduation requirements and records.
• Manages the ACGME-accredited program(s) annual evaluation and improvement activities in concert with the Program Director and Faculty.
• Maintains and monitors records of resident/fellow attendance for all required educational activities, including conferences and other didactic experiences. Maintains the residency curriculum, including competency-based goals and objectives for each assignment and each level of training.
• Assists in reviewing, assessing, developing, implementing, and enforcing program-specific policies as required by the ACGME and other accrediting bodies. Compiles and edits program manual annually and distributes to all faculty and trainees. Educates on and manages distribution of institutional and program policies.
• Maintains, monitors, and completes all required updates on applicable internal and external websites, databases, and the various GME related national systems (e.g., ADS, ERAS, FREIDA, NRMP, SFMatch, etc.).
• Implements all required modules of the MedHub residency management software, to include the management and reporting of data as well as user training for program faculty and residents.
• Coordinates all aspects of the resident/fellow interview process including scheduling interview dates, corresponding with potential applicants, confirming meetings and appointments, and ensuring applicant credentials are in compliance with current guidelines.
• Serves as resource for all house staff personnel. Notifies residents/fellows of orientation, rotation schedules, encompassing vacations, conferences and approved leaves of absence while ensuring compliance within current guidelines. Communicates conditions of house staff appointment to candidates at or before the time of interview. Assists in resolving problems and concerns. Assists International applicants with J-1 VISA process and submits required documents to ECFMG, NYS Education department, Human Resources and ECAP.
• Develops and maintains program letters of agreement for all required rotations at outside institutions.
• Provides administrative support for and attends program meetings such as the Clinical Competency Committee (CCC), Program Evaluation Committee (PEC), Wellbeing Committee, Curriculum Committee, etc. Develops and distributes agendas, takes minutes, and creates action plans for each, as required.
• Works with Program Directors, faculty, residents/fellows, and other stakeholders to identify professional development needs related to accreditation, education, core curriculum development, assessment, process improvement, or other areas as identified and required.
• Other duties as assigned and necessary.

• Education
  • Bachelors degree in a related field
• CERTIFICATIONS/LICENSURE
  • C-TAGME (Preferred)
  • PMP or other Project Management Certification
• Minimum Experience
  • Minimum of 3 years of direct experience in the development, organization, and administration of GME programs in an academic hospital setting
  • Experience in program level administration of ACGME-accredited GME programs within a complex medical school or teaching hospital setting (Preferred)
• LEADERSHIP COMPETENCIES
  • The ability to effectively build positive, constructive relationships with others aimed at building collaboration, consensus, and high-performance teams
  • Excellent written and verbal communication skills, particularly within the realm of negotiation, conflict management, and leadership
  • Models professionalism in work quality, actions, interpersonal skills, and communications with constituents and business partners
  • Maintains flexibility and a willingness to interact collegially with hospital administration, other departments, and outside contacts to carry out the mission of the program.
  • Ability to work in a fast-paced office and meet deadlines as assigned
  • High degree of Emotional Intelligence (Preferred)
• TECHNICAL SKILLS & ABILITIES
  • A comprehensive understanding of ACGME standards/processes and experience with successful accreditation outcomes
  • Demonstrated ability to be a self-starter
  • Demonstrated experience with GME online and reporting systems including NRMP, ERAS, AMA, Freida, GMETrack, etc.
  • Strong project management skills
  • Advanced skills in Microsoft Office programs
  • Exhibits knowledge of professional ethics, laws, and regulations.
  • Excellent Organizational Skills
    • Preferred
    • MedHub Residency Management System administration skills at the programmatic level or familiarity with other Residency Management Software solutions
    • IRIS reporting familiarity
    • Experience with SF Match
    • Familiarity with EPIC clinical software solutions
• INTERPERSONAL SKILLS & ABILITIES
  • Demonstrates commitment to continual advancement of verbal and written communication skills
  • Ability to exercise diplomacy and maintain positive working relationships with coworkers to include faculty, learners, and administrative staff, thereby promoting good customer and departmental relationships
  • Models high-level of Professionalism in all interactions
  • Exhibits exceptional interpersonal/customer service skills and is able to cope with stress effectively
  • High-level of Resiliency and Adaptability