Residency Program Specialist I

The Residency Program Specialist I position has three levels with varying educational requirements and position responsibilities. Performs a wide variety of administrative support and problem-solving duties of a confidential nature for the department. The allocation of time is at the discretion of the department leadership, and the major responsibilities related to the Fellowship program are defined at the discretion of the Program Director (PD).  Promotion through the Residency Program Specialist levels require successive education, scholarly activity and responsibility within the program.

Departmental Support (40%)

• Provide comprehensive administrative support to department leadership and assist other faculty members based on departmental needs.
• Act as the initial point of contact for the department, presenting oneself professionally and ensuring a positive representation of the team.
• Handle telephone communications with politeness and professionalism, screening callers, relaying messages, and welcoming visitors.
• Manage incoming correspondence by opening, sorting, prioritizing, and distributing materials efficiently.
• Serve as a liaison between the department and EVMS Medical Group, as well as off-site healthcare facilities, to coordinate the credentialing process for new clinical providers and facilitate securing hospital privileges.
• Maintain organized files containing all relevant materials, including confidential information, such as correspondence, contracts, and meeting materials.
• Prepare presentations for departmental leadership using formats like PowerPoint, ensuring a polished and informative visual representation.
• Undertake additional duties and special projects as assigned to fulfill the evolving needs of the department.

Division Chief Support (30%)

• Provide dedicated administrative support to the Infectious Disease (ID) Division Chief, ensuring seamless operation of daily activities.
• Act as the primary point of contact for internal and external inquiries directed towards the Division Chief, demonstrating professionalism and discretion in all interactions.
• Manage the Division Chief's calendar, schedule appointments, and coordinate meetings, ensuring efficient use of time and resources.
• Screen and prioritize emails, phone calls, and correspondence on behalf of the Division Chief, handling routine matters independently and flagging important issues.
• Prepare and edit documents, reports, and presentations for the Division Chief, utilizing tools such as Microsoft Office, particularly PowerPoint.
• Assist in the preparation and organization of materials for divisional and departmental meetings, maintaining accurate records and confidential information.
• Coordinate travel arrangements, accommodations, and itineraries for the Division Chief as needed.
• Serve as a liaison between the Division Chief and other departmental staff, facilitating communication and collaboration.
• Support the Division Chief in academic and research-related activities, including assistance with Letters of Recommendation for students, research project coordination, and grant application preparation.
• Collaborate with EVMS Medical Group and external healthcare facilities to ensure the smooth credentialing process for the Division Chief and other clinical providers within the ID Division.
• Manage special projects assigned by the Division Chief, demonstrating flexibility and adaptability to meet evolving departmental needs.

Residency Program Specialist (30%)

Appointments and Credentialing

• Manage appointment, credentialing, and orientation processes for incoming trainees, ensuring compliance with program-specific requirements (e.g., ACLS, PALS, simulation training)
• Coordinate with the Office of Graduate Medical Education to address questions regarding visas
• Assist the PD in completing EVMS Verification Forms, final evaluation letters, and manage trainee exit process
• Submit data for completion of training certificates in collaboration with the Office of Graduate Medical Education

Committee Membership

• Program Clinical Competency Committee
• Program Education Committee (PEC)
• EVMS Program Administrators Council
• Other as applicable for position responsibilities

Database Management

• Internal: Manage New Innovations Residency Suite, ACGME ADS, and oversee data collection for accreditation reports and Well-Being Index requirements
• External: Manage specialty-required procedure logger, databases, GME Track, NRMP, and other external databases, including data collection and reporting for certifying examinations

Educational and Curriculum Development

• Schedule and coordinate teaching conferences, distribute schedules for didactic and clinical conferences
• Staff Program Education Committee meetings, provide input into competency-based goals and objectives, and develop curriculum documents

Evaluation

• Assist PD in developing and administering competency-based program evaluations through New Innovations
• Coordinate feedback to faculty, ensure timely return of evaluations, and summarize and provide trainee evaluation summaries
• Enter Clinical Competency Committee milestone evaluation results into ACGME Accreditation System
• Coordinate trainee semi-annual reviews and assist PD in the Annual Program Evaluation (APE) process

Faculty Affairs and Development

• Oversee planning and implementation of faculty development activities, train faculty on program’s evaluation methods
• Track and document faculty attendance at professional development activities, ensure program faculty have required credentials and update CVs annually

Files and Financial

• Maintain educational files for current trainees and alumni, archive alumni trainee files, and coordinate alumni follow-up surveys
• Maintain trainee database and hard copy files
• Maintain and submit New Innovations resident scheduling system, ensure intern/resident/fellow scheduled assignments match funding allocations
• Assist in GME budget management if desired, track intern/resident/fellow leave, and process reimbursement requests

Professional Development

• Attend GME Program Administrators Council meetings and Virginia Residency Administrators Statewide meeting
• Collaborate with colleagues in EVMS Office of Graduate Medical Education, attend ACGME conference within a five-year period, and attain TAGME certification within 2 years in position
• Engage in educational research and submit posters/papers to meetings

Program Accreditation and Compliance

• Develop working knowledge of accreditation policies and procedures, assist in developing program policies to meet accreditation requirements
• Maintain essential documents for compliance, ensure intern/resident/fellow compliance with New Innovations Duty Hour reporting
• Report activities to address accreditation citations or concerns regularly
• Coordinate and participate in Self-Study team, manage ACGME Self-Study site visit
• Upload necessary accreditation materials to ADS, prepare and update Program Letters of Agreement with participating sites
• Ensure annual meetings occur between PD and educational site directors at each participating institution

Recruitment, Orientation, and Supervision

• Establish policies and procedures for recruitment, update and manage program information in ERAS, NRMP, or other specialty match
• Oversee development and maintenance of recruitment materials, manage interview process, and submit NRMP Rank Orders Lists
• Ensure entering trainees complete EVMS GME On-Line Orientation and attend EVMS GME On-Site Orientation, plan, organize, and schedule program-specific entering trainee orientation
• Process vacation/leave request forms, report Family Medical Leave Request to Human Resources, process moonlighting request forms, and serve as supervisor for additional program staff if applicable

Trainee Schedules

• Develop and maintain trainee schedules, including annual rotation schedules, call schedules, and clinical schedules
• Communicate schedules to participating institutions and paging operators, approve revisions to schedules, and advise and counsel trainees concerning specialty board educational requirements
• Coordinate information and activities with other services, sites, departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling
• Manage off-site rotation schedules (participating institutions and away rotations)

Associate’s Degree and at least one year of experience in administration and/or office management. Bachelor’s degree is preferred. Experience in an academic and/or health care setting is desirable. Strong communicational skills needed.  Must have excellent organizational skills, an ability to multi-task, and prioritize competing priorities, work independently, and meet important deadlines. Attention to detail is critical. Strong MS Office to include Word, Excel and Outlook. This position requires an individual who is highly flexible and has a keen awareness of customer service. Certification through the Training Administrators of Graduate Medical Education (TAGME) must be obtained within the first two years of employment.