Program Administrator

POSITION SUMMARY:

The GME Program Administrator is responsible for assuring that programs for the education of Department of Surgery 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 GME Program

Administrator 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. Operating independently with minimal direction, the Program Administrator serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies.

Program Scope:

The Program Administrator may support small to mid-size programs independently, or is part of a team that supports a larger program.

Position: Program Administrator

Department: General Surgery

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Maintains a through and up-to-date knowledge of ACGME common and specialty-specific program requirements and superb 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 Program Administrator monthly meetings, and other trainings/events through the GME office.

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 program recruitment days as well as orientation for new trainees.

• 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 Directors 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.

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

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

• Monitors and 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.

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

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

• Develops 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.

• Completes payroll on a weekly basis utilizing Kronos, accurately reflecting time off, including vacation days and sick days.

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

• Assists residents/fellows 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 as necessary.

• Takes and prepares minutes of meetings, as required.

• Ensures that minutes and other written documents 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.

• Additional project support to the Program Director and members of the residency/fellowship leadership team and other department members as needed, including special projects designed to enhance training program

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.

JOB REQUIREMENTS

EDUCATION:

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

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED :

• TAGME certification (or another advanced degree or certification) preferred

EXPERIENCE:

• 2-7 years of relevant experience required. Prior experience with graduate medical education programs preferred.

• Previous experience with New Innovations preferred

KNOWLEDGE AND SKILLS:

• Excellent organizational and multitasking skills

• Excellent written and verbal communication skills.

• Experience working both independently and in a team-oriented, collaborative environment is essential.

• Follows 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 working independently

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

• Ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.

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

• Advanced competency working with numbers, including payroll and budgetary accounting, and data analysis.

• 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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