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Program Manager - Orthopaedic Surgery

The GME Program Manager works in collaboration with the Program Director(s) and GME Program Managers to coordinate administration of residency and fellowship educational programs for the department. The GME Program Manager serves as the administrative person for the Orthopaedic Surgery Residency program and is primarily responsible for programmatic planning and accreditation across both primary training sites and the operational and financial management of the designated GME training program in partnership with the GME Manager/Administrator.

In collaboration with the Program Director and reporting to the GME Manager/Administrator, the position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

This position is based at both Valleywise Health and St. Joseph's Hospital and Medical Center.

Essential Functions & Responsibilities:

• Collaborates with the GME Program Director and or program leadership members to design, implement, and manage the administrative/academic operations of the program(s).
• Provides direct supervision for administrators within Orthopaedic Surgery, with responsibility to delegate and organize work within the team.
• Manages evaluations and career progression for the learners of the program.
• Oversee timecards, time management, leave of absences, and all HR matters for the learners of the program.
• Provides support and meets regularly with the Program Director concerning program management and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director and GME Manager for improvement.
• Oversee program-level policy development.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Provides both administrative supervision and support to residents/fellows. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, external rotations, etc.
• Oversees department-level trainee orientation.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Creates and/or oversees external program advertising/media through websites, brochures, postcards, publications, and other such media. Creates/edits annual publications regarding the program. Responsible for program's website content.
• Develops, implements and improves the evaluative processes of the trainees, program, faculty, and rotations.
• Directs planning of departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Oversees organization of CCC and PEC meetings and preparation and distribution of materials for conferences and lectures.
• Assists GME office to track and processes paperwork for visa requests, in conjunction with the Registrar and International Office.
• Works with GME to ensure accuracy of budget statements and assists with yearly residency budget. Oversees all purchasing for the office/program. Approves expense reports. Assesses equipment acquisition and training needs and makes recommendations to the Program Director and GME Manager.
• Prepares ACGME Annual Reporting (WebADS), Self Study, Site Visits, and internal/special reviews.
• Oversees the ERAS database (Electronic Residency Application System) and its processes during the Residency Recruitment season.
• Accountable for compliance of program letters of agreement (PLA) for all required activities and ensures agreements are revised and maintained in accordance with ACGME and GME requirements.
• Plans and oversees all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
• Develops initiatives to address program weaknesses in coordination with the Program Director, the Program Evaluation Committee, and other leadership team members.
• Analyzes data and trends regarding accreditation and program management to implement initiatives to address program quality improvement.
• Delivers guidance and mentors other levels of GME Program Administrators.
• Assists with planning and delivery of Program Administrator development and related activities.
• Performs other duties as assigned.

Education and Experience:

• 2-5 years' experience of office administrative experience, preferably in a healthcare and/or education setting.
• Bachelor's Degree or equivalent combination of education and experience
• Considerable professional/administrative experience
• Demonstrated ability to make independent decisions to determine appropriate course of action within the context of policies and standards
• Demonstrated ability to analyze, compare and evaluate various courses of action within scope of the role
• Excellent written and verbal communication skills.
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
• Ability to make decisions independently or to escalate issues as needed.
• Preferred-Minimum of five (5) years of direct experience as the primary GME program coordinator (manager) of an ACGME-accredited residency-fellowship program(s) required including current specific knowledge and experience with ACGME Common Program Requirements and specialty board requirements

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills required
• Organizational skills
• Analytical skills required