Graduate Medical Education Program Administrator

About the Role

Responsible for supporting the Program Director in maintaining quality graduate medical education, ACGME or CODA accreditation, and prioritizing/coordinating accreditation and operational processes with the Prisma Health GME office. Collaborates in management, interpretation, and analysis, and makes recommendations of certain aspects of the residency or fellowship program and implements changes approved by program leadership. Prepares, coordinates, and monitors residency or fellowship related administrative activities through the application of broad GME knowledge, practices, and principles in conjunction with, or occasionally on behalf of, the Program Director. Serves as a liaison between the Prisma Health GME office and the residency or fellowship program; directly reporting to the Director of GME Administration and indirectly reporting to the Residency/Fellowship Program Director.

Essential Functions

• Manages components of program accreditation, including required documentation, site visits, self-studies, special reviews, and documentation needed for Graduate Medical Education Committee review/approval; serves as liaison between national accreditation body, program leadership, and GME Office.
• Oversees and completes human resources functions for residents and fellows, including employment paperwork, leaves of absence, resident time off, visa paperwork, and payroll; may provide guidance and assist residents/fellows with administrative matters (e.g., loan forbearance forms, research posters, verifications, notarization, etc.); manage or supervise other staff in the department, depending on program size and needs.
• Plans, manages, and executes program recruitment, including applicant screening, organization of interview materials and schedules, hosting the interview process (in-person or virtual), preparing materials for rank meetings, certifying the rank order list, and all post-Match communication with faculty and program leadership.
• Manages aspects of curriculum development, to include mapping and tracking of core competencies, milestones, evaluations for residents/fellows, proctoring the annual in-training examination, program orientation, and managing the conference schedule and didactic series events (educational series, grand rounds, noon conferences, etc.).
• Reviews, approves, and makes recommendations for program budget(s), including accessing and analyzing current and future budgets, expense reimbursement, resident educational dollars, and funds related to orientation, graduation, and onboarding experiences.
• Serves as department liaison for Graduate Medical Education, including administrative supervision and support to residents/fellows, program leadership, faculty, GME office, coordinating and updating letters of agreement, tracking pertinent program and alumni data, and ensuring accreditation action plans are tracked at the program level.
• Plans and executes meetings related to the residency/fellowship program, providing statistical information and data for agenda and applicable background information, and serving as an integral part of the discussion of meetings.
• Oversees administrative duties in resident/fellow scheduling alongside chief residents (if applicable), creating or assisting in the development of rotation schedules, tracking and analyzing clinical and educational work hour violations/trends and communicating with program leadership, and creating the call schedule; creates and manages program communications in conjunction with program leadership.
• Participates in the development of policies and procedures and serves as an expert on their interpretation within program-specific policies and procedures, as well as supporting the implementation of institutional and accreditation policies/procedures related to residents/fellows.
• Creates and delivers aspects for educational, wellness, and social events for residents/fellows, including the creation of wellness initiatives, managing event budgets, and making recommendations for future programming events.
• Performs other duties as assigned.

Supervisory/Management

• This is a supervisor job which may have direct supervision of team members which may include hire/termination authority, disciplinary authority, and performance management responsibilities.
• May have budget input or responsibilities.

Requirements & Tech Stack

• New Innovations, GME Tracker, ERAS, FREIDA, NRMP, ACGME, WebAds, and other applicable software experience.

Qualifications

• Bachelor's degree
• Two (2) years of Graduate Medical Education and/or academic experience and /or professional/administrative/customer service experience.
• Board eligible for TAGME certification or the ability to be eligible to apply for TAGME certification after three (3) years in GME.

Skills

• Working knowledge of Microsoft Office
• Communication skills
• Ability to multi-task
• Organizational skills
• Critical thinking skills
• Knowledge of GME and ACGME common requirements preferred

In lieu of the education and experience requirements noted above, an equivalent combination of work/academic experience may be considered (i.e., Master’s degree).