Medical Residency Employee Program Administrator

Purpose:

With oversight and direction from the Program Director, the Program Administrator is responsible for the operational and financial management of the ACGME-accredited Internal Medicine training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.
The Program Administrator will continually assess and direct a wide range of programmatic issues, including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Specific Duties and Responsibilities:

• 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.
• 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 if applicable.
• Oversees department-level trainee orientation and assists in hospital-wide orientation.
• Informs residents and trainees of inter- and intradepartmental policy and procedure changes, with assistance from GME office.
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
• Manages enrollment for specialty-specific trainee exams and assists with proctoring exams.
• Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Maintains databases with resident and faculty data, including New Innovations.
• Manages the evaluative processes of the trainees, program, faculty, and rotations; actively participates in CCC and PEC meetings; keeps minutes of all meetings.
• Distributes call schedule (specialty-specific).
• Keeps track of residents’ time off (vacation, sick leave, personal days) and extra time worked during additional shifts, communicates with HR and payroll.
• Oversees all purchasing for the office/program. Assesses equipment acquisition and training needs, and makes recommendations to the Program Director. Orders equipment and supplies for the training office.
• Plans departmental annual events including recruitment, orientation, graduation, faculty and resident retreats, as well as various meetings and program-related events.
• Organizes meetings and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
• Coordinates “observerships” if applicable.
• Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the program. Collaborates with Central Office in regards to program’s website.
• In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.
• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospital. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
• Tracks and processes initial paperwork for visa requests, in conjunction with the ECFMG and other involved parties.
• Verifies trainees’ status and activities as needed.
• Assists in the preparation for ACGME Self Study, Site Visits and internal/special reviews.
• Assists in monitoring residents’ work hours and operative/case experience via regular review of data reports.
• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital departments.
• Performs other duties as assigned by the Program Director.

Supervisory Responsibility
 

• Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines. May supervise, train and guide new administrators or administrative assistants within the residency program

Fiscal Responsibility
 

• Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities. May be responsible for management of grants awarded to individual residents. Submits requests to payroll for coverage of extra shifts not originally assigned to the residents.