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Residency Program Administration Specialist

2 months ago

Baltimore Maryland, United States University of Maryland Medical System Full time
Position Overview:


This role requires a skilled administrator with specialized knowledge of residency program standards, strong managerial capabilities, and excellent interpersonal communication skills to effectively collaborate with trainees, faculty, and staff from diverse backgrounds.

The individual will oversee the Program Director's office personnel and assist in managing the residency programs. This position is accountable for the daily operations of the residency training initiatives.

This role reports directly to the Program Director of the Internal Medicine Residency and Transitional Year Residency Programs, as well as to the Designated Institutional Official (DIO) of the organization.

Additionally, this position serves as a vital link between the Program Director and various hospital departments.

Attendance at conferences and workshops is essential to stay informed about ACGME accreditation policies and updates, along with visits to other local residency programs.

The role supports the DIO and the Graduate Medical Education Committee (GMEC) by ensuring compliance with ACGME requirements in collaboration with the Institutional Coordinator.

Key Responsibilities:


The following duties outline the general nature and level of work performed by individuals in this position. They are not intended to be an exhaustive list of all responsibilities.


1. Supervise the Program Director's office staff.

2. Assist in the management of the residency program and take charge of daily administrative tasks for the Internal Medicine Residency and Transitional Year Residency Programs.


3. Act as a liaison between the Program Director and other hospital departments.


4. Collaborate with Chief Residents to coordinate resident rotation schedules and assist in organizing lectures and activities within the Department of Medicine.


5. Work with Chief Residents and the Program Director to implement the educational curriculum.
6. Ensure compliance with accreditation standards.

7. Aid the Program Director and GME Director in gathering data and preparing documentation for ACGME Program and Institutional Reviews.


8. Coordinate program-wide surveys and meetings, compiling summary reports for the Program Director and GME Director.
9. Plan and oversee accreditation site visits and surveys.

10. Maintain expertise in the ACGME Next Accreditation System (NAS) and ensure effective implementation of compliance procedures.


11. Update the ACGME Accreditation Data System (ADS) annually for the residency programs.

12. Ensure that web-based information in MedHub is current, particularly regarding resident evaluations and compliance.


13. Assist the Program Director in maintaining the program's website.
14. Participate in and help organize residents' research projects.

15. Review and oversee curriculum revisions.


16. Engage in resident quality assurance activities and coordinate social functions as needed.
17. Facilitate the completion of the ACGME annual survey by residents and faculty.
18. Maintain a database of graduates and track statistics related to fellowship experiences.
19. Participate in the residency program's budget process and oversee it.

20. Coordinate resident recruitment, scheduling, job placement, and visa processing.


21. Conduct internal reviews and document findings and recommendations.

22. Develop monitoring tools to identify improvement opportunities and ensure program compliance.


23. Promote activities that enhance compliance and awareness among program directors, residents, and faculty.
24. Serve as a resource for human resources matters and resident performance management.

25. Support the Director for Graduate Medical Education and Chief Medical Officer in the Program Director's absence.


26. Uphold hospital policies and procedures, and participate in special projects as needed.


27. Foster a collaborative environment and demonstrate ongoing support for the organization's mission and values.


Customer Service Commitment:


Respect the dignity and confidentiality of all individuals, maintaining open communication with all stakeholders.

Exhibit professionalism in all interactions, ensuring clarity and courtesy in communication.


Adhere to departmental and hospital dress codes, maintaining a professional appearance.