Administrative Manager - Pediatric Residency Program - Atrium Health Navicent Beverly Knight Olson Children's

Advocate Health and Hospitals Corporation • Macon, GA

5d • Onsite

About The Position

Atrium Health Navicent Beverly Knight Olson Children’s Hospital, located in Macon, GA, is seeking an Administrative Manager for its Pediatric Residency Program. The Department of Pediatrics includes more than 40 faculty members, 18 residents, and 10 advanced practice providers (APPs). In addition to primary care clinics, the department encompasses multiple subspecialty outpatient clinics, a pediatric intensive care unit, neonatal intensive care unit, surgical services, sedation services, and a pediatric emergency department. The department delivers comprehensive care to patients from birth through 21 years of age and accepts referrals from throughout Middle and South Georgia. The Administrative Manager will report directly to the Chair of the Department of Pediatrics and collaborate closely with the pediatric program director and key faculty to coordinate educational and continuing medical education (CME) activities. Responsibilities include overseeing residency interviews, serving as a resource for residents concerning ACGME guidelines, and working in partnership with institutional Graduate Medical Education (GME) personnel.

Requirements

• Bachelor’s degree or 3 years of medical education administration
• Five years office management experience required
• Works independently.
• Performs quickly and accurately under stress.
• Possess good public relation skills and a high level of interpersonal skills.
• Must be able to relate to students, residents, faculty, and key individuals in outside agencies/institutions.
• Must be able to compose correspondence with minimal verbal instructions from faculty.
• Must be able to use visual acuity to see monitor screen, computer and hard copy materials.
• Must be able to hear and verbally communicate in person and over the phone or radio.
• Must be able to sit for prolonged periods of time (up to 2 hours).
• Must be able to comprehend and learn operation of various office equipment.
• Must have functional range of motion of the cervical, thoracic and lumbar spines, upper and lower extremities with a grip strength of 50-60# specific to job evaluation.
• Must be able to forward reach, overhead reach, bend, squat, kneel and apply proper body mechanics during the transfers and transport supplies and/or equipment using proper body mechanics.
• Must be able to lift up to 10# specific to job evaluation.
• Must be able to remain calm under emergency situations.
• Must be able to utilize appropriate universal and specific precautions for protection from potential exposure infectious or communicable diseases.
• Tolerate high noise, busy atmospheres and noxious odors.

Nice To Haves

• Experience in GME and medical education
• Familiarity with New Innovations software

Responsibilities

• Overall administration of Accreditation Council for Graduate Medical Education (ACGME) residency programs.
• Assisting the Program Director in ensuring that the program meets ACGME accreditation requirements.
• Managing daily operational and administrative functions of the Residency Training Program, including training activities, HR tasks, budget, evaluation, conferences and events, and marketing; directing recruitment efforts for the Residency Training Program.
• Managing the electronic management suite (i.e. New Innovations) in accordance with institutional requirements, including entering and maintaining updated resident and faculty information, designing and managing evaluations, setting up and monitoring resident duty hours, and ensuring program information and schedules are accurate and up to date.
• Assisting in the selection of resident applicants, managing the interview process, and facilitating the creation of the rank order list.
• Ensuring all elements for new resident credentialing are in place and on file with the Sponsoring Organization.
• Overseeing graduation of resident trainees, including requirements and event planning.
• Organizing new and continuing resident program orientation/reception, annual awards banquet, and various social activities and events for residents.
• Establishing relationships and acting as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.
• Developing and overseeing department-level trainee orientation.
• Ensuring communication of any policy or training updates.
• Monitoring internal/external funding for residency program.
• Monitoring residency program personnel and non-personnel expenses.
• Maintaining and processing payments, receipts, and reimbursement for expenditures related to the training program, including resident non-institutional benefits.
• Tracking budget expenditures for Program Director and Director of GME.
• Providing support and meeting regularly with the Program Director concerning program and office management issues and activities and the status of projects.
• Identifying and evaluating methods for improving workflow and cost effectiveness and making recommendations to the Program Director for improvement.
• Assisting in creating and developing program-level policy development.
• Developing, implementing, and overseeing the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems.
• Evaluating and standardizing office procedures and effectively troubleshooting and resolving issues.
• Managing materials for specialty-specific trainee exams as well as proctoring the exams.
• Tracking and monitoring program compliance with ACGME program requirements, including monitoring of program requirements for faculty, resident experience, residency scholarly activity and PS/QI activity, faculty scholarly activity and PS/QI activities, Program Letters of Agreement, schedules etc.
• Entering relevant information into ACGME WebAds annually for PD review and completion.
• Assisting the Program Director with the program’s Annual Program Evaluation (APE) and Annual Program review (APR), self-studies and site visits.
• Assisting with the implementation of the Clinical Competency Committee Milestones evaluation reporting requirements.
• Annually monitoring the integration of residents and faculty into Patient Safety and Quality efforts for required reporting.
• Supporting the Program Director in updating affiliation agreements with participating hospitals, including Program Letters of Agreement with off-site rotations.
• Maintaining documentation for ACGME Board eligibility.
• Annually assessing the Program Handbook to demonstrate revisions required by GME and ACGME.
• Scheduling and providing necessary data for Educational Committee review.
• Working closely with the institution to ensure compliance with institutional GME guidelines.
• Assisting in the creation and arrangement of the annual block/rotation/clinic schedules, including accurately entering and verifying the schedules into New Innovations.
• Assisting in the creation and tracking resident attendance of annual resident didactic series and resident’s teaching conferences.
• Working with marketing and institutional GME to keep an updated website.
• Managing the Electronic Residency Application Service (ERAS) system, National Residency Matching Program (NRMP) and all resident and faculty surveys as directed by the Program Director and institutional GME.
• Developing and maintaining a database on residents and alumni.
• Maintaining ACGME/GME compliant Resident Training files.
• Maintaining recruitment and applicant files.
• Serving as a liaison for the Program Director and department for resident concerns.
• Supporting program leadership and legal counsel on resident discipline issues involving residents and participating in conflict management/resolution of resident concerns and issues.
• Arranging travel for resident physicians, including planning, making reservations, and itineraries.
• Completing expense reports on behalf of each resident.
• Assigning pager numbers, hospital box numbers, and completing PARs for new Resident Physicians.
• Obtaining DEA numbers, license numbers, and long-distance codes and security codes for new Resident Physicians.
• Acting as a liaison with all other Medical Ed departments of the Hospital.
• Acting as liaison and troubleshooting problems/challenges that occur with residents’ rotations.
• Performing other tasks/duties as assigned by PD, department Chairperson and GME.

Benefits

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Manager