Residency/Fellowship Program Administrator

Description

The Residency/Fellowship Program Administrator serves as the lead administrative person for the residency/fellowship program(s) and works under the supervision of the Residency/Fellowship Manager in Medical Education and collaboratively with Medical Education Leadership, Program Directors, Associate Program Directors, Department Faculty, Residency/Fellowship Program Assistants, clinical support liaisons, as well as external Program Administrators at other institutions to effectively manage the day-to-day operations of their assigned residency/fellowship program(s).

The Residency/Fellowship Program Administrator collaborates in the management, interpretation, and analysis of the residency or fellowship program(s), makes recommendations of certain aspects of the residency or fellowship program(s), and implements changes to ensure program accreditation. Prepares, coordinates, and monitors residency or fellowship related administrative activities through the application of broad Medical Education knowledge, practices, and principles in conjunction with, or occasionally on behalf of, the Program Director and/or Associate Program Director(s).

Major Responsibilities

1. Manages the daily operations of the residency/fellowship program(s) including, but not limited to: monitoring accreditation requirements to maintain program compliance; managing confidential and critical materials, issues, and communication; coordinating educational activities that support the program’s curriculum (e.g., didactic conference schedule, monthly meetings, journal club, etc.); interpreting and analyzing program requirements, institutional policies, and procedures; maintaining rotation schedules; providing guidance to residents/fellows; assisting in the development of policies, procedures, and system processes relevant to program accreditation requirements, and seeks innovative ways to improve processes. 

2. In collaboration with Program Director/Associate Program Director(s), assists in developing and maintaining program accreditation, including ACGME and other Program Accrediting Bodies Site Visits, Self-Studies, Internal Reviews, annual program evaluations and reviews, etc.

3. Manages the entire recruitment process, including coordination of trainee applicant interviews; arranging program director/associate program director/faculty/current learner schedules for interviews; developing and communicating itineraries; execution of recruitment days, including problem solving of technical issues; and maintaining pertinent national databases (i.e., ERAS, Frieda, NRMP, and other Centralized Application Systems).

4. Designs, delivers, and reports timely completion of resident/fellow, faculty, and program evaluations through the Residency Management System (MedHub) as well as other applicable accrediting body required systems. 

5. Ensures reporting/completion compliance for CMS (Centers for Medicare and Medicaid Services) reporting and reimbursement. 

6. Creates and/or assists in the development of rotation and call schedules and manages them throughout the academic year, making and communicating timely revisions to schedules to ensure that patient coverage is provided consistent with the individual residency or fellowship. Furthermore, communicates schedules and changes to the residents/fellows, hospital, clinics, and paging operators as needed.

7. Manages confidential and critical materials, issues, and communication related to residents/fellows and program(s).

8. Facilitate and monitor semi-annual reviews, Clinical Competency Committee (CCC) meetings, Program Evaluation Committee (PEC) meetings, and other review processes to ensure accreditation requirements are met.

9. Manage schedules and trainees’ attendance for all required educational activities, including conferences and other didactic experiences. Maintains the program curriculum, including competency-based goals and objectives for each program assignment and each level of training to ensure residency/fellowship program accreditation requirements.

10. Collaborates in partnership with Medical Education Leadership on administrative responsibilities related to onboarding, licensing, and advancement of trainees.

11. Provides administrative and logistical coordination of all aspects of medical education programming in the department; prepares, monitors, and disseminates learner rotations, on-call coverage (if applicable), work hours, and learner vacation/sick schedules.

12. Tracks program expenses. Reviews and makes recommendations for future year program budget(s). Reviews for approval of reimbursable funds for residents/fellows.

13. Organize and schedule applicable residency/fellowship program events, retreats, conferences, and meetings.

14. Oversee coordination and administration of specialty board examinations and in-training examinations (if applicable).

15. Performs quality improvement activities and special projects as assigned and identifies areas for programmatic improvements and develop initiatives to address weaknesses.

16. Self-educates in national, institutional, and employment requirements which inform policy/procedure and professional development. Attend local, state, and national residency/fellowship and/or ACGME conferences and collaborates with national colleagues to stay informed with current accreditation requirements to meet program compliance.

17. Adheres to regular and predictable attendance.

18. Performs additional related duties as required or assigned.

Education and Learning:

REQUIRED

Bachelors in a health-related field, business, or education

Work Experience:

REQUIRED

Minimum of 2-4 years of related experience coordinating medical education programs, administrative management, accreditation management, project management, educational, or hospital systems.

License and Certifications:

DESIRED

C-TAGME- Certification of Training Administrators in Graduate Medical Education

Age Specific Population:

Nonage Specific (N/A)

Osha Category:

Category 3 - Employees in this job title have no reasonably anticipated risk of occupational exposure to blood and/or other potentially infectious materials.

Environmental Conditions:

Not substantially exposed to adverse environmental conditions (as in typical office work)

Physical Requirements/Demands of The Position:

Sitting - Approximately 5.5 - 8 hours in a day

Static Standing - Approximately 30 minutes to 1.5 hours total in a day

Walking/Standing - Approximately 30 minutes to 1.5 hours total in a day

Driving - Rarely - Approximately 30 minutes total in a day

Stooping/Bending - Approximately 30 minutes total in a day

Reaching – Shoulder Level - Approximately 30 minutes total in a day

Reaching – Below Shoulder - Approximately 30 minutes total in a day

Repetitive Actions – Pinch Forces - Approximately 5.5 hours in a day, 0-25lbs

Repetitive Actions – Fine manipulation - Approximately 5.5 hours in a day, 0-25lbs

Lifting – Other Rarely, 0-25lbs

Carrying less than 50 feet – Other Rarely, 0-25lbs

If you need assistance with any portion of the application or have questions about the position, please contact or call --

Equal Opportunity Employer