GME Program Administrator

ESSENTIAL RESPONSIBILITIES / DUTIES:

The GME Program Administratormaintainsathoroughand up-to-date knowledge of ACGME common and specialty-specific program requirementsrelated to the administrative management ofthe Internal Medicinetraining program.They seeksupport and guidance from Program Director,Program Manager,GME office, and other Program Administrators,as needed.

PROGRAM ADMINISTRATION RESPONSIBILITIES:

• Maintains and updates training programwebsitein partnership with Department and Communications stakeholders.

• Point person for preparing, coordinating, and organizing materials andlogisticsfor program recruitment days as well as orientation for new trainees.

• Partners with GME Office around hospital-wide orientation.

• Manages and performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes.

• Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.

• Serves as a liaison for residentsregardingbenefits and Human Resources issues.

• Works with the Program Directors to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and theirprogramsspecialty board guidelines.

• Assistsin preparations for site visits, self-study, and other internal and external review processes.

• Responsible forestablishingand maintaining effective working relationships betweenthe,GME Office, training program leadership, and trainees.

• Works with the Residency Management Suite application (New Innovations) toassistwith tasks such as scheduling, procedure logging, and evaluations.

• Monitors andmaintainsaccurateconference attendance, duty hours, and other issues related to trainingprogramandcompilesprogram documentation andappropriate statisticaldata.

• Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations.

• Ensures that all evaluations areup-to-datein residency management software.

• Compiles data for Annual Program Evaluations (APE) andassistsProgram Director with tasks related to the APE and Program Evaluation Committee.

• Develops, communicates, and revises schedules tomaintainup-to-date trainee rotationschedulefor the year, including outside rotations, and electives (including rotators from other institutions).

• Coordinates affiliation agreements and serves as a liaison between BMC and other training sites and enlists GMEOfficehelp whenappropriate.

• Developsresident'sblock and assignment schedules, "on-call"schedules;tracks vacation and sickhours;calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines and alerts Program Director of any potential conflicts.

• Assistsresidents/fellows and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.

• Sets up conferences and meetings as directed.

• Arranges for and confirms speakers; processes stipends for outside speakers;assistswith travel arrangements;booksconference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.

• Prepares and distributes information packages formeetingsas necessary.

• Takes and prepares minutes of meetings, asrequired.

• Ensuresthat minutes and other written documents areaccurateand professional.

• Composes high level correspondence, spreadsheets, and presentations independently and with professional quality.

• Edits and proofreads written materials and verifies the validity of data and documents contained in all reports prior to submission.

• Mayinitiateresponses (such as letters of recommendations, employment verification for loan deferments, etc.) for Program Director's review or may complete and send out responses on their behalf.

• Handles telephone calls and emails in a professional, courteous manner; responds to inquiries orroutescalls to theappropriate source.

• Advances professional growth and development through participation in educational programs and workshops andmaintainingknowledge of industry standards and practices.

• Additionalproject support to the Program Director and members of the residency/fellowship leadership team and other department members as needed, including special projects designed to enhance training program

OTHER DUTIES:

• Conform to hospital standards of performance and conduct, including thosepertaining topatient rights, so that the best possible customer service and patient care may be provided.

• Utilize hospital's behavioral standards as the basis for decision-making and tofacilitatethe hospital and the department's mission.

• Follow established hospital infection control and safety procedures.

• Perform other duties as assigned or as necessary.

• Must adhere to all of BMC's RESPECT behavioral standards.

JOB REQUIREMENTS:

EDUCATION:Bachelor's Degree or equivalent combination of formal education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:TAGME certification (or another advanced degree or certification) preferred

EXPERIENCE:2-7 years of relevant experiencerequired. Prior experience with graduate medical education programs preferred.Previousexperience with New Innovations preferred

KNOWLEDGE AND SKILLS:

• Excellent organizational and multitasking skills

• Excellent written and verbal communication skills.

• Experience working both independently and in a team-oriented, collaborative environment is essential.

• Follows BMC best practices for managing GME training programs

• Strong critical thinking skills,is able toidentifyissues and offer solutions. Hasdemonstratedcomfort and ability working independently

• Ability to adjust with shifting priorities, demands, and timelines through prioritizing and problem-solving capabilities.

• Ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.

• Excellent attention to detail tomaintainaccurateand complete records of departmental activities and confidential personnel/training records.

• Advanced competency working with numbers, including payroll and budgetary accounting, and data analysis.

• Knowledge of and ability tooperatevarious computer software applications, including but not limited to Outlook, Word, Excel, and Power Point.