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GME Program Administrator

2 months ago

Florida, United States University of Miami Full time
Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet .

The Department of Surgery has an exciting opportunity for a GME Program Administrator (A) position. The incumbent oversees and coordinates the daily operations of assigned medical residency or fellowship program(s). The GME Program Administrator (A) supports the program director(s) and residents/fellows by ensuring all administrative tasks are performed to standard to maintain compliance with Accreditation Council for Medical Education (ACGME) requirements. The incumbent establishes relationships with stakeholders to ensure a high level of service delivery.

CORE JOB FUNCTIONS

  • Manage daily administrative operations for one or more medical residency or fellowship programs.

  • Assists the Program Director(s) (PD) and/or Associate Program Director(s) in developing and maintaining the educational quality of the training programs and ensuring compliance with ACGME accreditation standards and other regulatory requirements.

  • Coordinates recruitment efforts and ensures compliance with requirements of the National Resident Matching Program (NRMP) Match process, to include scheduling of interviews, updating marketing material, and tracking candidates.

  • Acts as a liaison for faculty, lecturers, and internal and external stakeholders.

  • Assists in the preparation of letters of agreement with affiliated programs.

  • Maintains knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements.

  • Maintains learning materials including books, journals, computers, CD-ROM's, and other audio-visual materials.

  • Ensures the resident management system for the programs is maintained, including updating resident demographic data and resident/fellow schedules, importing program and rotation goals and objectives, tracking conference attendance and vacation/leave schedules, and ensuring timely completion of duty hours reports.

  • Ensures program information is updated in the Electronic Residency Application Service (ERAS).

  • Ensures reports are submitted as required by the ACGME, the Graduate Medical Education Committee (GMEC), and other internal/external stakeholders.

  • Collaborates in the development and implementation of operational policies, procedures, and standards.

  • Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

  • Associate's degree in a relevant field

  • Minimum 4 years of relevant experience.

DEPARTMENT ADDENDUM

Department Specific Functions

Performs duties and responsibilities under minimal supervision) Serves as an integral part in the coordination of residency and fellowship program and provide administrative support to Director of Programs, Sr. Manager and Program Director(s) Coordination and organization of house staff recruitment for all residency, fellowship, and clerkship programs offered in the department. Schedules and prepares documentation for the interview of all preliminary positions/applications. Responsible for the records verification of all trainees and obtains appropriate signatures from Program Director. Coordinate the visit of guest speakers for conference and reimbursement Coordinate the on-call/shift call schedule for all general surgery residents and sub-specialties. Review all residency applications and screen those appropriate for interview. Evaluate residency applications for competitiveness for program and notify applicants of decision after review of program director. Screen fellowship applications for compliance with prerequisites before referring to program director. Monitor and process bi-weekly electornic timekeeping records (Kronos) for general surgery residents. Use knowledge of ERAS (Electronic Residency Application Service) software to manage residency applications and compile reports as necessary. Train and supervise as needed those administrative assistants hired temporarily to assist with various projects. Write and revise recruitment brochures and all printed materials and forms, as well as all website information. Assists with the coordination of all house staff interviews and communication with applicants as necessary. Prepare agendas, attends Residency Program Committee Meetings and Conferences and produce minutes from those meetings. Assist with the preparation of all correspondence and reports for the Program Director and senior program manager. Keep Program Director and associate program director's files and CVs at all times. Works closely with Co-Director of Residency Training Program in the coordination and scheduling of technical and suturing and animal training. Responsible for coordinating residency examinations (Chart Simulated Exams, Standardize Patient Mock Oral Exam). These responsibilities include coordinating date, time, email notifications, preparing examination sheets, entering examination into database. Coordinate educational conferences and process CME applications/information every fiscal year. Monitors duty hours for all residents and fellows and analyzes data to determine compliance with ACGME duty hour rules Monitors resident compliance with completion of ACGME surveys to ensure 70% required compliance rate is reached for all programs Orders supplies and prepares financial forms (IDRs, BEFs, Pos, work orders, check requisitions, etc for department). Assists and participates with the preparation of internal review and ACGME site visits.

Any appropriate combination of relevant education, experience and/or certification may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:Full timeEmployee Type:StaffPay Grade:A11