GME Program Administrator/Admin Coordinator

POSITION SUMMARY:

The GME Program Administrator/Administrative Coordinator is a shared role in the Division of Pediatric Infectious Diseases. In the role of the GME Program Administrator, the candidate is responsible for assuring that programs for the education of pediatric infectious disease fellows are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC). The GME Program Administrator responds to all inquiries related to the training program, and interfaces with appropriate individuals, medical schools, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard and maintain trainees. The Program Administrator serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies.

Program Scope:

The Program Administrator in this section supports up to three pediatric infectious disease fellows, rotating fellows form Children's Hospital, visiting medical students and rotating residents

In the role of the Administrative Coordinator, performs a variety of administrative duties to ensure proper function of the division including medical student and resident elective (as mentioned above), handling communications, processing invoices and personal reimbursements (Chrome River), purchasing administrative and research supplies as needed, organizing office moves, submitting IT Help tickets for all faculty and staff, as well as facilitating meetings and conferences (scheduling/organizing, etc.).

This dual position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion.

Position: GME Program Administrator/Admin Coordinator

Department: Pediatrics

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Maintains basic knowledge of ACGME common and specialty-specific program requirements and entry level competency in the administrative management of training program(s). Works with support and guidance from Program Director, GME office, and other Program Administrators.

Actively participates in Program Administrator monthly meetings, and other trainings/events through the GME office.

Program Administration responsibilities:

• Maintains and updates training program website in partnership with Department and Communications stakeholders.
• Prepares, coordinates, and organizes all materials and logistics for program recruitment days as well as orientation for new trainees.
• Works with foreign nationals within the Section of Pediatric Infectious Diseases, including faculty, fellows and employees to assure that VISA status is current and appropriate. Coordinates with GME regarding issues around legal documentation to assure and maintain legal US VISA stuat. Serves as liaison with BU International Students and Scholars Office and BMC Legal Services for immigration and VISA issues. Creates and maintains tracking system to assure that VISA renewals are done in advance of the expiration date so that processing is done in a timely manner.
• Partners with GME Office around hospital-wide orientation.
• Coordinates 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 residents regarding benefits and Human Resources issues.
• Works with the Program Directors to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and their programs specialty board guidelines.
• Assists in preparations for site visits, self-study, and other internal and external review processes.
• Works with the Residency Management Suite application (New Innovations) to assist with tasks such as scheduling, procedure logging, and evaluations.
• Monitors and maintains accurate conference attendance, duty hours, and other issues related to training program and compiles program documentation and appropriate statistical data.
• Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations.
• Ensures that all evaluations are up-to-date in residency management software. Compiles data for Annual Program Evaluations (APE) and assists Program Director with tasks related to the APE and Program Evaluation Committee.
• Maintains up-to-date trainee rotation schedule for 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 GME Office help when appropriate.
• Maintains and reviews resident's block and assignment schedules, "on-call" schedules; tracks vacation and sick hours; calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines and alerts Program Director of any potential conflicts.
• Completes payroll on a weekly basis utilizing Kronos, accurately reflecting time off, including vacation days and sick days.
• Coordinates record of training on all residents for annual report to the American Board of Pediatrics.
• Assists residents/fellows and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.
• Manages BU faculty appointments and promotions for the Section of Pediatric Infectious Diseases including the preparation and tracking of appointment/promotion packets submitted to the Promotions Committee in the Department of Pediatrics.
• Greets and provides assistance to visitors, and employees in a professional and courteous manner.
• Maintains and updates departmental informational website, directory and stationary as needed.
• Handles telephone calls in a professional, courteous manner; responds to inquiries or routes calls to the appropriate source.
• Works in conjunction with the Administrative Director to provide research and administrative support for special projects (e.g. special committees, presentations, etc.). Develops and implements measures to improve efficiency in office operations. Acts as a liaison with other departments to ensure efficient communication and timely response to inquiries concerning employee or patient issues. Creates Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, as needed.
• Assists the Administrative Director and Section Chief with coordinating confidential personnel-related matters, including but not limited to, reimbursement requests (Chrome River), travel arrangements, etc.
• Monitors and maintains inventory of office supplies and office equipment. Call for repairs when equipment malfunctions (fax, copier/scanner) Communicate facility and housekeeping issues to appropriate department (i.e. Control, Environmental Services).
• Assist research labs with ordering and follow-up when needed. Process incoming and out-going mail, including packages.
• Plans, organizes and coordinates departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.).
• Prepares and distributes information packages for meetings as necessary. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.
• Edits and proofreads written materials and verifies the validity of data and documents contained in all reports prior to submission.
• May initiate responses (such as letters of recommendations, employment verification for loan deferments, etc.) for Program Director's review.
• Handles telephone calls and emails in a professional, courteous manner; responds to inquiries or routes calls to the appropriate source.
• Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.
• Administrative support to the Program Director and members of the residency/fellowship leadership team.

Other duties

• Conform to hospital standards of performance and conduct, including those pertaining to patient 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 to facilitate the 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:

None

EXPERIENCE:

1-5 years of relevant experience required. Prior experience with graduate medical education programs preferred.

KNOWLEDGE, SKILLS & ABILITIES (KSA):

• Strong organizational and multitasking skills
• Strong written and verbal communication skills.
• Experience working both independently and in a team-oriented, collaborative environment is essential.
• Works efficiently under the direction of manager
• Follows BMC best practices for managing GME training programs
• 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.
• Strong attention to detail to maintain accurate and complete records of departmental activities and confidential personnel/training records.
• Requires competency working with numbers, including payroll and basic budgetary accounting/data analysis.
• Basic knowledge of and ability to operate various computer software applications, including but not limited to Outlook, Word, Excel, and Power Point.

Equal Opportunity Employer/Disabled/Veterans