Gme Program Administrator Jobs (NOW HIRING)

JOB SUMMARY:

The Residency Program Administratoris responsible forthe day-to-day coordination of theMAHECResidency and Fellowship Programs.The Program Administrator provides knowledge andexpertiseto support the Program Director in the management of all resident educational and professional experiences and to ensure program accreditation and sustainability. This position is located in Boone & Linville, North Carolina and requires regular attendance in the office in these locations, with the availability to travel to Asheville for team meetings and trainings.

This position supports the Linville Psychiatry, General Surgery Rural Track and Family Medicine Programs in Boone & Linville, North Carolina.

SPECIFIC RESPONSIBILITIES:

Accreditation and Compliance Leadership

• ACGME Standards Oversight:Ensure adherence to ACGME Institutional, Core, and Program Requirements, interpreting and implementing policies tomaintainaccreditation status.

• Regulatory Compliance:Monitorand report on licensure requirements with the North Carolina Medical Board and DEA, ensuringtimelyrenewals and compliance.

• Residency Management Systems:Maintainproficiencyin residency management software such as New Innovations,MyTipReport, Med Scheduler, and Smartsheet, ensuringaccuratedata entry and reporting.

Program Administration and Support

• Resident Support:Assist Program Directors in managing residents experiencing personal, educational, or professional challenges, including probation and termination processes, with confidentiality and professionalism.

• Evaluation Management:Oversee the resident evaluation process, ensuring compliance with ACGME requirements andmaintaininghigh standardsof feedback and assessment.

• Curriculum Development:Collaborate with faculty to develop and update didactic curricula, aligning with ACGME competencies and resident needs.

• Program Documentation:Annually update and distribute program manuals, advising residents on policies and procedures.

Committee Coordination and Meeting Management

• Committee Leadership:Organize and schedule critical departmental planning committee meetings, including PEC, CCC, Scheduling Improvement/CQI workgroups, APE, Resident/Faculty Meetings, Advisor meetings, and Resident Committees.

• Milestone Tracking:Coordinate semi-annual Clinical Competency Committee reviews, preparing materials,facilitatingmeetings, and submitting milestone data to the ACGME.

Operational and Logistical Support

• Administrative Tasks:Manage daily clerical tasks, including scanning, faxing, and sending out meeting reminders.

• Event Coordination:Manage room reservations for all program meetings, vehicle reservations, and program activities usingEventManagement System (EMS).

• Scheduling Collaboration:Collaborate with multiple GME Program Coordinators/Administrators and faculty schedulers to schedule TY/Addiction residents for required rotations, courses, and exams.

Site Visit Preparation and Documentation

• Site Visit Readiness:Participatein the preparation of the department, faculty, and residents for ACGME site visits, ensuring all documentation is current and accessible.

• Data Management:Maintainup-to-date contact information for all outside attending faculty, lecturers, and residents, ensuring accuracy in residency management systems.

Educational and Simulation Activities

• Conference Management:Manage weekly didactics conferences in conjunction with the Program Evaluation Committee, planning, developing, andmaintainingthe conference schedule.

• Simulation Activities:Organize and plan simulation-based training sessions, including Procedure Rodeos, Mock Codes, and Simulation Lab activities.

• Certification Coordination:Arrange ACLS, BLS, PALS training courses and follow-up review sessions for all residents.

Financial Oversight and Resource Management

• Budget Management:Manage and track GME Program Educational Funds, Faculty Timesheets, Graduation Costs, Orientation Costs, and other programmatic funding as needed.

• Procurement:Act as a purchasing agentutilizingWorkday's procurement process to purchase materials for the GME department and support other GME programs as directed.

• Reimbursement Processing:Process reimbursement requests, pay bills associated with the program's activities, andmaintain/tracks residents' CME Funds.

Recruitment and Onboarding

• Recruitment Strategy:Ensure the Residency Program hasestablishedrecruitment policies and procedures.

• Recruitment Administration:Organize and administer activities related to the recruitment season, including assessing ERAS online applications, planning interview schedules, and coordinatinglogistics.

• Onboarding:Manage the onboarding process for new residents and fellows, ensuring all documentation is completed and compliance requirements are met.

Scheduling and Rotation Management

• Schedule Development:Develop, coordinate, andmaintaincomplex schedules for residents' rotations, ensuring alignment with educational goals and compliance with duty hour regulations.

• Scheduling Accuracy:Maintainand manage the accuracy of scheduling, rotations, and curriculum in residency management systems.

• Leave Management:Process leave requests (vacation, floater holidays, and sick leave), ensuring proper communication and coverage in the absence of a resident.

This role description is a general description of the essential job functions.It is not intended to describe all the duties theResidency Program Administratormay perform.

SPECIFIED SKILLS

COMPUTER

• Proficient in MS Word, MS Excel, and MS PowerPoint.

FOREIGN LANGUAGE

• Not Applicable.

OTHER

• Ability to prepare documents and correspondence in support of programs.

• Ability to effectively present information in one-on-one and group situationsrequired.

PHYSICAL DEMANDS

• Physical Demands: Light- Moderate energy level: Lift and carry 25 - 35lbs, Push/Pull 50 - 100lbs(empty bed, stretcher, etc.)

• Physical Activity: Frequent (34 - 66% of Workday)

SUPERVISORY RESPONSIBILITIES:

• May directly supervise a residency program coordinator.

EDUCATION AND EXPERIENCE

MINIMUM QUALIFICATIONS:

• Anycombination of trainingand experience equivalent to abachelor's degree in office administration, business, healthcare management, education, or other related degree andthreeyears of work experience in a residency program, academic setting,graduate medical education, orhealth care organizationrequired.

PREFERRED QUALIFICATIONS:

• Knowledge or experience with ACGME, ABFM, and other accrediting and regulatory bodies that affect resident education and training.

• Familiarity with medical anatomy and terminology.

REQUIRED LICENSES:

• Not Applicable.

SCHEDULE:

Regular attendance on-site is an essential function of this position. Typical business hours are Monday - Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division);40 hoursper workweek; weekend, holiday, or evening coverage is occasionallyrequired. Work hours will need to be flexiblein order torespond to special work assignments, or evening activities, as requested by the team leader.