GME Program Manager

POSITION SUMMARY :

The GME Program Manager is responsible for assuring that programs for the education of Internal Medicine residents/fellows are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC). The Program Manager responds to all inquiries related to the training program, and interfaces with appropriate individuals, medical schools, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard and maintain trainees. Provides high level programmatic management, analysis, and interpretation of residency programs through comprehensive knowledge of graduate medical education. Makes recommendations and advises on changes to the program based on anticipated needs, new or changing program and institutional requirements, or other market forces, and oversees implementation of agreed upon changes. Operating independently, the Program Manager serves as a liaison between the trainees, Program Director, Administrative Director, GME office, the hospital, and accrediting bodies.

Program Scope:

The Program Manager supports a large and complex program and is able to step in for other Program Administrators in times of leaves, vacations, or temporary vacancies.

Position: GME Program Manager

Department: Education

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Maintains excellent and up-to-date knowledge of ACGME common and specialty-specific program requirements and outstanding skills related to the administrative management of training program(s). Seeks support and guidance from Program Director, GME office, and other Program Administrators as needed.

• Actively participates in and contributes expertise to Program Administrator monthly meetings, and other trainings/events through the GME office. The Program Manager serves as an educator and mentor to other administrators, supporting their training and onboarding, and ensuring consistent application of best practices on the management of training programs across BMC.

PROGRAM ADMINISTRATION RESPONSIBILITIES:

• Maintains and updates training program website in partnership with department and communications stakeholders.

• Point person for preparing, coordinating, and organizing materials and logistics for annual program processes, including program recruitment, orientation, letters of recommendation, etc.

• Partners with GME Office around hospital-wide orientation.

• Manages and performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes.

• Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.

• Serves as a liaison for residents regarding benefits and Human Resources issues.

• Works with the Program Director to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and their programs specialty board guidelines.

• Assists in preparations for site visits, self-study, and other internal and external review processes.

• In partnership with the GME Office, provides at the elbow support for other Program Administrators who are preparing for a site visit or other internal or external reviews.

• Responsible for establishing and maintaining effective working relationships between the GME Office, training program leadership, and trainees.

• Partners with GME on standardization and creation of best practices related to management of training programs at BMC.

• Works with the Residency Management Suite application (New Innovations) to assist with tasks such as scheduling, procedure logging, and evaluations.

• Actively maintains accurate conference attendance, duty hours, and other issues related to training program and compiles program documentation and appropriate statistical data.

• Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations.

• Ensures that all evaluations are up-to-date in residency management software.

• Compiles data for Annual Program Evaluations (APE) and assists Program Director with tasks related to the APE and Program Evaluation Committee.

• Maintains up-to-date trainee rotation schedule for the year, including outside rotations, and electives (including rotators from other institutions).

• Manages affiliation agreements and serves as a liaison between BMC and other training sites, and enlists GME Office help when appropriate.

• Maintains and reviews resident’s block and assignment schedules, “on-call” schedules; tracks vacation and sick hours; calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines and alerts Program Director of any potential conflicts.

• Coordinates record of training on all residents for annual report to the American Board of Internal Medicine.

• Assists residents and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.

• Sets up conferences and meetings as directed.

• Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.

• Prepares and distributes information packages for meetings.

• Takes and prepares minutes of meetings, as required, and ensures minutes are accurate and professional.

• Composes high level correspondence, spreadsheets and presentations independently and with professional quality.

• Edits and proofreads written materials and verifies the validity of data and documents contained in all reports prior to submission.

• May initiate responses (such as letters of recommendations, employment verification for loan deferments, etc.) for Program Director’s review or may complete and send out responses on their behalf.

• Handles telephone calls and emails in a professional, courteous manner; responds to inquiries or routes calls to the appropriate source.

• Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.

• Administrative support to the Program Director and other members of the residency/fellowship leader ship team, and department members as needed

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OTHER DUTIES

• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.

• Utilize hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission.

• Follow established hospital infection control and safety procedures.

• Perform other duties as assigned or as necessary.

• Must adhere to all of BMC’s RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS:

EDUCATION:

Bachelor’s Degree or equivalent combination of formal education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS :

TAGME certification (or another advanced degree or certification) encouraged within six (6) month of starting the position.

EXPERIENCE:

• 7+ years of relevant experience required. Experience with graduate medical education programs required.

• Previous experience with New Innovations required

KNOWLEDGE AND SKILLS:

• Must be exceptionally organized to multitask, prioritize, and meet deadlines; must be able to keep others organized and on track

• Excellent written and verbal communication skills

• Follows, and helps create, BMC best practices for managing GME training programs

• Strong critical thinking skills, is able to identify issues and offer solutions. Has demonstrated comfort and ability to work independently without direction

• Experience working in a matrixed and collaborative environment with team members from multiple departments

• Leadership skills and ability to be persuasive, encouraging, and motivating with all levels of faculty, administration, and staff

• Ability to adjust with shifting priorities, demands, and timelines through prioritizing and problem-solving capabilities

• Excellent attention to detail to maintain accurate and complete records of departmental activities and confidential personnel/training records

• Advanced analytical skills working with numbers, including payroll and budgetary accounting, and data analysis

• Strong knowledge of and ability to operate various computer software applications, including but not limited to Outlook, Word, Excel, and Power Point

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