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Overview
This position will manage the Department/'s Graduate, Undergraduate and Continuing Medical Education Trainings program(s). The position will report directly to the Program Director and/or Department Administrative Director. The principal type of work includes the development, implementation and maintenance of administrative policies, procedures, fiduciary oversight and educational programs at the University of Florida College of Medicine at Jacksonville within the Department of Pediatrics. Regulatory, accreditation, educational and operational components of medical education are essential to this position. The foremost role of the administrator is the day-to-day management of the program. With the program director, manage all aspects of the education program. Acts as an advocate for the trainees and program. Supervise medical education staff. Actively participate in the Performance Evaluation Committee, Clinical Education Committee, Recruitment/Selection Committee and national committee. The program director and administrator should build a positive, collaborative environment so that the trainee experience is optimal. The administrator will act for and make decisions in the program director's absence within prescribed limits of authority and in consultation with the APDs.
Responsibilities
Collaborate with the Program Director(s) and the University's
Office of Educational Affairs (OEA), other participating
institutions (BMC, DCHD, WCH, NAS, NCC) and multiple
private practice sites in assuring full compliance with the
Accreditation Council for Graduate Medical Education
(ACGME) Institutional Requirements and Program
Requirements. Ensure trainees have met institutional
requirements at all participating sites (BMC, UF, NCC, DCHD)
for billing compliance, clinical applications and all other
mandatory training. Prepare accurate and essential external
regulatory agency reports (AMA FREIDA, ACGME Web ads,
GME Track, ABMS board and other organizations specific to
specialties and subspecialties). Maintain ACGME WebADS,
New Innovations, and Dean's G: drive.
Supervise medical education staff including Program
Administrator, Clerkship Coordinator, and Chief residents.
Provide oversight of fellowship coordinators. Professional
growth & development is expected by attending institutional
and/or national undergraduate and/or medical education
meetings/conferences.
Manage all aspects of the recruitment process including
Electronic Resident Application System (ERAS) and the
National Resident Matching Program (NRMP) participation.
Negotiate contracts with hotel and restaurant service
providers. Review resident applications, determine eligibility,
communicate decisions to applicants, select interviewers,
advise interviewers, advise residents regarding recruitment
activities, mentor chief residents, participate in ranking
decisions.
Organize all personnel onboarding actions; new/courtesy
appointments, terminations/clearance (including summative
final letters of performance), State licensure and Educational
Commission for Foreign Medical Graduates (ECFMG) J1 visa
sponsorship in compliance with University policy. Coordinate
intern orientation with all educational partners (BMC, WCH,
NCC, and DCHD). Train chief residents in coordination of
orientation activities. Plan graduation activities annually. Work
with seniors to determine location, theme. Plan banquet for
100+ attendees. Communicate with faculty/divisions
regarding resident awards. Collaborate with fellowship
programs.
Create and maintain annual GME budget ensuring timely
submission of all program expenses, travel expenses from
program related activities including trainee scholarly activity
conference presentations and income to the University.
Prepare semi-annual evaluation reports. Advise PD of
resident performance and/or professionalism issues.
Participate in evaluation meetings, advising and counseling
residents as needed. Work with faculty and staff at all
participating sites to ensure timely and accurate completion of
evaluations. Train faculty on how to complete evaluations and
on milestone development (100+). Review and analyze
completed evaluations to identify problem areas. Identify PD
and/or advisor as needed.
Supervise management of all administrative aspects of the
undergraduate medical education clerkship (3rd year medical
students, 4th year medical students, physician assistant
students) including Visiting Student Application System
(VSAS) participation in collaboration with the OEA, UF,
Gainesville, NCC, WCH, DCHD and community partners
Collaborate with PD on program improvements and
integration with residency.
With PD and administration, develop marketing plan, create
materials, and attend residency fairs. Work with city agency
(VisitJax) to market city to applicants. Conduct post-match
marketing analysis. Maintain statistics regarding # of
applicants, interviews. Work with webmaster to ensure
maintenance of residency program/recruitment website.
Update social media as necessary (Facebook, program app,
Twitter)
In collaboration with PD, oversee the planning and
implementation of faculty development activities, including
developing tools to educate faculty on ACGME core
competencies, program evaluation methods. Ensure faculty
possesses appropriate credentials required by the ACGME
and maintain CV information in WebADS. Work
collaboratively with the PD and APD to implement and
monitor advisor program. Prepare advisor reports; provide
faculty development to new advisors and feedback to current
advisors regarding resident performance.
Provide oversight to fellowship programs, mentoring
fellowship coordinators, overseeing administration of
programs and coordinating educational and administrative
activities. Coordinate and participate in monthly meetings.
Oversee the maintenance of alumni data, scholarly activity,
personnel files and verification of credentials/training records.
Advise and consult on issues or inquiries from residents,
students, staff, faculty and community partners (200+).
Identify areas for programmatic improvements and develop
initiatives to address weaknesses.
Qualifications
Experience Requirements:
GME management required
5-8 years Program management ME experience with oversight of multiple training programs and staff
5 years Program management ME experience with oversight of multiple training programs and staff
2 years Program management ME experience with oversight of multiple training programs and staff
1 year Program management ME experience with oversight of multiple training programs and staff
Education:
Associates required or Bachelors required or Masters preferred
Equivalent educational course study equaling 90 plus credit hours/5-8 years of relevant work experience in lieu of a bachelors degree will be considered.
Supervise: 1 GME Program Administrator and 1 GME Clerkship Coordinator
Additional Duties: Additional duties as assigned may vary.
UFJPI is an Equal Opportunity Employer and Drugfree Workplace