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Director, CLER Site Visit Operations
3 months ago
JOB OVERVIEW
The Director, CLER Site Visit Operations directs the flow and execution of work for CLER site visits and serves as operations administrator to CLER Field Representatives. The Director, CLER Site Visit Operations also serves as counselor to Clinical Learning Environment Review (CLER) Program volunteers, designated institutional officials, and others on all aspects of CLER site visit operations. Accountabilities include the design and implementation of processes, tools, and materials; to promote optimal communication among a team of geographically dispersed CLER Field Representatives and volunteers; to manage a complex scheduling schema; to ensure uniform implementation of the CLER site visit protocol; and to facilitate management of program data. Additional responsibilities include providing information and guidance to Sponsoring Institutions to assist them in understanding, preparing for, and participating in CLER site visits and other tasks aimed at enhancing the CLER site visit process and its effect on improving the quality of patient care and resident/fellow physicians’ education.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Directs the day-to-day operations of the CLER site visit program, serving as primary point of contact for approximately 25 geographically dispersed physician CLER Field Representatives.
Works with the Director, CLER Volunteer Site Visitor Program to co-manage the CLER volunteer site visitor program, providing support and guidance to approximately 20 volunteer CLER Field Representatives integrating them into the scheduling process, assisting with orientation, and overseeing ongoing administrative support (e.g., travel reimbursement).
Manages ongoing development and implementation of a complex scheduling schema for short-notice scheduling of CLER site visits to 350+ multi-program Sponsoring Institutions and 300+ small-program Sponsoring Institutions in continuous cycles every 24 ( + six) months, taking into consideration CLER Field Representative availability, institutional availability, institutional size and its impact on team size, and visit duration; works with the CLER Program administrative staff members and the Applications and Data Analysis staff members from the Department of Information Services to manage migration to use of online scheduling tools.
Develops and implements processes, tools, and materials to assist workflow and support communication with the members of the CLER Field Staff and with ACGME-accredited Sponsoring Institutions; works with administrative staff members and CLER Field Representatives to develop, test, and refine tools, such as email templates, checklists, telephone scripts, and talking points, to optimize workflow and facilitate uniform implementation of the CLER site visit protocol; oversees eventual migration from paper-based to electronic materials.
Develops and manages processes for final review and distribution of CLER Site Visit Reports to the Sponsoring Institutions and receipt of follow-up responses and feedback from the sites; serves as a resource for questions from Sponsoring Institutions.
Oversees the expense reporting and reimbursement process for all CLER Field Representatives and volunteers; coordinates with Human Resources to respond to administrative questions and coordinate vacation requests; oversees maintenance of a team calendar and timely distribution of updates to staff members.
Participates in the planning and conduct of regularly scheduled all-staff teleconferences; works with Senior Leadership to prepare agendas and supporting materials and lead various components of these calls.
Coordinates with the Director, Program Evaluation to design and oversee processes for tracking and analyzing program metrics, creation, and maintenance of file systems for upload and storage of qualitative and quantitative data (including audience response data), and generation of reports to the CLER Evaluation Committee.
Works with Senior Leadership to manage the ongoing evolution of the CLER site visit protocol, including the design and testing of new versions of protocol instruments in the beta phase of program deployment in multi-program Sponsoring Institutions and alpha and beta testing of deployment in small-program Sponsoring Institutions.
Develops a policies and procedures manual to support ongoing program management.
Works with Senior Leadership to develop and implement an orientation program and guidebook for new CLER Field Representatives and volunteers.
Works with Senior Leadership to develop and implement periodic CLER Field Staff training and faculty development meetings.
Maintains knowledge and familiarity with all program equipment and applications, including audience response system software.
Oversees CLER operations team of administrative assistants and program administrators; provides training and performance feedback; ensures work is performed to acceptable standards; provides ongoing communication, coaching, and support to ensure staff members’ familiarity and understanding of CLER Program developments.
Other duties as assigned.
SUPERVISORY RESPONSIBILITY
Supervises, directs, and evaluates assigned staff members. Supervisory functions include: making hiring and termination decisions; prioritizing assignments and directs work; developing and overseeing employee work schedules and approving time away from work; providing and/or facilitating employee training and development; approving/processing employee concerns and problems and counseling or disciplining as appropriate; completing employee performance appraisals; determining or making recommendations regarding new hire salaries and salary changes; and acting as the liaison between employees and Management.
QUALIFICATIONS
Minimum
Bachelor’s degree and at least seven years’ accreditation, graduate medical education, medical education, international education experience.
Preferred
Master’s degree in a relevant discipline strongly preferred, with five or more years of relevant experience.
REQUIRED KNOWLEDGE, SKILL SETS, AND ABILITIES
Proven interpersonal and diplomatic skills, including the ability to work with physicians and act as a liaison with various groups, as well as the a bility to interact credibly with those involved in graduate medical education.
Excellent written and verbal communications skills and the ability to prepare well-written correspondence appropriate to ACGME stakeholders (medical professionals in particular).
D emonstrated ability to lead change efforts.
Experience developing and delivering presentations.
Asolid working knowledge of use of the internet, web-based programs, online meeting software, and computer software applications of Microsoft Word, PowerPoint, and Excel.
Familiarity with higher education programs, their structure, application, and accreditation.
WORK ENVIRONMENT/CONDITIONS
This position is based in a typical office environment with no specific or unusual physical or environmental demands.
Most of the work performed is normally done in the ACGME office and/or home office with the typical physical demands of an office environment.
The ACGME is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. The ACGME welcomes differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, gender identity, or expression status. All applicants who share this goal are encouraged to apply.
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