Graduate Medical Education Program Specialist II - Residency Program

Summary:

The GME Program Specialist II is responsible for the operational and financial management of residency/fellowship training and approved educational programs. 

Responsibilities:

• The Program Specialist II independently administers, coordinates, facilitates, manages, analyses, reports on and problem-solves: All aspects of residency management and educational activities as requested, including but not limited to: residency management database, demographics, all types of evaluations, hours reporting, conferences, scholarly activities, violations, procedure logging, onboarding, disciplinary reports, schedules, certifications, licensure, orientation, immunizations, policies, finance/ CMS, track license expiration dates and renewal applications, recruitment/ retention, alumni CRM, curricular goals and objectives, license expiration dates and renewal applications, summative letters, interviews, match, SOAP, CCC, PEC, rankings, training, graduation, verifications, pagers, badges and final program letter of completion, exit surveys, NPI numbers, board eligibility or certification for specialty or subspecialty as stipulated/ BME, in-training exam, WebADS, board pass rates, ACGME Case Logs, site visits, such as Annual Sponsor Site Visit/ CLER, rotator policies, observerships, self-study, site visits, and internal/special reviews, and the like
• The external program advertising/media through websites, brochures, postcards, publications and other such media
• Creates/edits annual publications regarding the program
• Maintains program’s website and related specialty platforms
• Guidance to residents/fellows on program and policies, and non-clinical aspects of the program, including all Alumni related matters
• The Program Coordinator II independently administers, administers, coordinates, facilitates, manages, analyses, reports on and problem-solves: Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects
• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement
• May assist in program-level policy development
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance
• Development, maintaining and renewal of the program’s GME manual Evaluation and standardization of office procedures and effective troubleshooting and resolves issues
• The Program Coordinator II independently administers, coordinates, facilitates, manages, analyses, reports on and problem-solves: Tasks needed for industry, regulatory and accreditation platforms as requested including but not limited to AAMC GME Track, FREIDA Updates, ERAS, ACGME, APD, NRMP, ECFMG – set-up, download applications (if applicable)
• Required data, reports, feedback and related projects feedback to DIO, Systems GME Office, PD, GMEC and organizational leadership
• Compliance tasks related to policies, procedures, and departmental policies
• GME FTE survey, apportionment, allocation and reporting and residents their training agreements and benefits/ HR information Distribution of Educational Funds, charge sheets, Maintaining of IRIS documentation Department-level trainee orientation
• Provides both administrative supervision and support to residents/interns/fellows
• Acts as a liaison between residents and hospital administration when necessary
• Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations
• Informing residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office, Tracking, reporting, and ensures compliance with procedures such as licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees
• All purchasing for the office/program, including assessing equipment acquisition and training needs, and makes recommendations to the Program Director
• Orders equipment and supplies for the training office
• Tracks and processes initial paperwork for visa requests, in conjunction with relevant offices such as Registrar and International Office
• Developing, monitoring and reporting on the training program budgets
• Works with the business manager and/or Administrative Director to ensure accuracy of monthly budget statements and develops yearly residency budget
• Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities
• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments
• Performs other duties as assigned by the Program Director, DIO, and Systems GME Office
• Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines
• May supervise, train and guide new coordinators or administrative assistants within the residency program
• May engage interns and volunteers with approval of the Program Director, Systems GME Office

Requirements:

• Bachelor's Degree

Work Type:

Full Time

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