The Gynecology and Obstetrics Department is seeking a Medical Training Program Manager who will work in conjunction with the Program Director and will share in the implementation and compliance of all aspects of the management and administration of the residency program in the department under the direct oversight of the Program Director. This role performs duties including but not limited to the administration and management of the program as well as planning and coordinating academic, operational, and financial activities of the residency program; assist in the development, implementation and ongoing compliance with the program's goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues.
Total number of residents = 36
Specific Duties & Responsibilities:
Provide management assistance to Program Director, Assistant/Associate Program Director, other faculty, residents, & other departmental staff by contributing clarification of organizational and departmental policies, standards, operational procedures, and guidelines. Provide leadership and guidance in conjunction with the Director for the overall operation of the Residency Program.
Must maintain a current and fluent knowledge of current rules, regulations and institutional resident training and compliance requirements.
Ensure program compliance with the ACGME Residency Review Committee and the requirements for institutional, core and program requirements, American Board of OB/GYN, NRMP, Institutional and other regulatory requirements in order to ensure continued program accreditation.
Organizes Internal Review with the institution's GME office.
Prepares documentation and facilitation for site visits when applicable.
Maintains database to ensure appropriate certifications and licensures are maintained and not expired.
Participate in the acquisition, reporting and input of Milestone data to the ACGME.
Oversee the ACGME faculty and resident surveys, assure compliance in completion and report to the Program Evaluation Committee (PEC).
Updates all scholarly activity of residents and faculty and inputs into ADS.
Represent the department on required hospital/institutional/national committees at the discretion of the Director of the Department and/or Residency Program Director.
Responsible for downloading, screening and, together with Program Director, selecting resident applications from ERAS program. Total applicants to program (2019) = 855; 90 applicants selected for interviews annually.
Participate in the creation, design and publishing of all recruitment/marketing material sent to prospective residents.
Responsible for implementing all aspects of the residency interview, ranking process and post-match activities including:
Recruiting faculty interviewers
Preparation of application materials
Disseminating information to applicants concerning schedule, hotels and travel.
Prepare and oversees the submission of the resident applicant rank order list and assuring accuracy on NRMP site.
Planning and implementing two week long new resident orientation including:
Prep of all orientation materials
Organizing the annual Intern Dinner
Assist in the management of program operational activities.
Ensure that educational goals and objectives are defined, disseminated and met as directed by the academic curriculum.
Update and maintain program website.
Plan and oversee all aspects of Chief resident graduation ceremony including:
Gifts and awards
Providing Medical Staff Office with name and appropriate degrees for graduation certificates
Administer the online evaluation system, data entry and system maintenance. Coordinate the evaluation process in New Innovations to include:
Rotation evaluation by residents
Resident evaluation by faculty
Advanced practitioner of residents
Patient evaluation of residents (future goal)
Maintain resident files of evaluations, competencies, in-service training examinations, letters, etc.
Create and distribute materials for semi-annual evaluations of residents by faculty mentors and track progress.
ACGME Case log tracking:
Coordinate the collection, compilation and retention of numbers and types of operative procedures performed by each resident
Prepare monthly updates of resident case log spreadsheet
Remind residents to enter cases in data tracking system
Update databases through APGO, ABOG, ACOG, AMA-Frieda, NRMP and ACGME annually.
Maintains statistics for JCAHO, AAMC and ACGME/AOA directory of residency programs.
Order and distribute lab coats, jackets, annual holiday gifts, etc. to residents.
Assist with orchestration of RRC site visits, including preparation of statistics and data and the coordinating of site visit activities.
Organize materials for:
Clinical Competency Committee meetings (twice a year)
Annual Program Evaluation Meeting
Order catering for resident didactic sessions (weekly).
Record and maintain attendance records at resident school (weekly).
Coordination and administration of national specialty in-service examinations.
Manage and maintain the confidential records of residents in anticipation of various audits, accreditations and future hospital credentialing for program graduates.
In conjunction with the Program Director, design and administer the program's educational curriculum and compile necessary data for continuous quality improvement and accreditation.
Development of new procedures in response to new or revised policies issued by governing agencies, institution or program director.
Ensure resident education and compliance with national, hospital, departmental and program policies.
Communicate with the Residents and the Department Leadership regarding departmental and program activities.
Interface with the Institutional office of GME and work with the Designated Institutional Official.
Enhance resident satisfaction/morale.
Maintain continuing education by attendance at local, institutional and annual national resident education related meetings.
Maintain Program Letters of Agreement for the various sites utilized by our residents to avoid expiration.
Prepare annual contracts for residents.
Maintain resident book fund spreadsheet and process reimbursements.
Submits all residency program related invoices for payment via SAP.
Maintains resident on-call meal fund.
Ensure the department is apprised of all residency related financial issues.
Counsels staff on program, department and institutional policies and procedures.
Completes annual performance evaluations on staff.
Facilitates professional development for staff.
Ensures accurate documentation of hours worked and PTO.
Ensures timely notification to department of any pertinent issues.
Manages alumni resident personnel database.
Performs verification of all current and past residents.
Notarize any applicable documents for residents, faculty, fellows and departmental staff.
Facilitates and processes all legal documents (FMLA, name changes, loan deferment paperwork etc.) for residents.
Facilitate and process all VISA paperwork in conjunction with our International Office, including any pertaining fees.
Oversees Fellowship Coordinators to ensure programs are meeting ACGME requirements.
Undergraduate Medical Education
Participates in the transition of fourth year medical students applying into GYN/OB.
Read and critique personal statements prior to the application process
Advise students on the application process
Assist students on their decision of choosing the program that best fits their needs
Minimum Qualifications (Mandatory):
A minimum of a Bachelor Degree or equivalent experience in the areas of Education, Business Management, or related field preferred.
Outstanding interpersonal skills required. Ability to work comfortably and collegially with physicians, administrators, other healthcare providers, and medical students at all level is essential.
Three to five years' experience in healthcare, education, and/or program administration in an academic setting preferred.
Special Knowledge, Skills & Abilities:
Must have a demonstrated ability in efficiency and time management to work under pressure in regard to meeting regular, simultaneous deadlines for various individuals, organizations and institutions.
Must be detail-oriented to consistently ensure program and resident compliance with several regulatory entities.
Proficient in the use of computer databases and PowerPoint, Excel, and Word.
Skill in managing assigned projects related to education and healthcare, such as special programs and events, which require significant multitasking.
Classified Title: Medical Training Program Manager Role/Level/Range: ACRP/04/ME Starting Salary Range: $60,945 - $83,865 annually (commensurate with experience) Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm Exempt Status: Exempt Location: School of Medicine Campus Department name: SOM OB GYN General Administration Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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