GME Admin Professional

Hennepin Healthcare•Minneapolis, MN

8d•Onsite

About The Position

The GME Administrative Professional is responsible for the day-to-day activities of HHS-sponsored accredited programs (ACGME, CODA, and CPME). Working with the GME Administrative Professional Senior and/or Program Director, this role supports the educational quality of the training program and related work. The position serves as a liaison among the Program Director, residents, fellows, faculty, the Graduate Medical Education Office, participating sites, Employee Occupational Health and Wellness, and other hospital departments. It may also include day-to-day coordination of medical student activity. The role supports program administration, trainee management, accreditation, recruitment, onboarding and off-boarding, educational activities, budgets, rotation and call scheduling, and the use of resident management systems. The position serves Cardiology and Critical Care Fellowship Programs.

Requirements

Bachelor’s degree in a relevant field, or an associate degree with three years of equivalent administration and/or management experience in an academic or health setting, or an approved equivalent combination of education and experience.
Demonstrated knowledge of ACGME or other national accreditation standards.
Demonstrated organizational skills.
Strong interpersonal skills and demonstrated ability to work effectively with multiple stakeholders.
Demonstrated ability to work independently and manage multiple tasks.
Demonstrated ability to prioritize and meet deadlines.
Demonstrated ability to work and thrive in a team setting.
Demonstrated effective problem-solving and analytical skills.
Demonstrated excellent verbal, written, and digital communication skills across all levels of the organization.
Working knowledge or experience with institutional, specialty-specific, and national accreditation software and databases required to maintain departmental educational accreditation.
Ability to maintain proficiency in operating office equipment, audio-visual equipment, and other technology needed to support educational presentations.
Experience with Microsoft Office Suite and demonstrated ability to use its full capabilities to solve complex problems.

Nice To Haves

Experience with ERAS, a Residency Management Suite program, NRMP, or similar systems is desirable.

Responsibilities

Reports to the Program Director and serves as a member of the program team, participating in high-level meetings when requested by the PC Senior and/or Program Director.
Tracks and implements resident/fellow quality-improvement initiatives.
May attend national conferences to gather information, collaborate with other programs, serve on committees, submit abstracts, and give accepted presentations; may also serve on national committees as appropriate.
Schedules complex meetings, prepares agendas and documents, coordinates calendars and logistics, and takes minutes as assigned.
Tracks and monitors resident/fellow data and activities in RMS; facilitates trainee expectations, actions, and compliance, including investigation, coaching, and resolution as needed.
Completes current and past trainee verifications.
Collects, researches, enters, and tracks information required by applicable accreditation organizations, including trainee and faculty demographics, program information, board pass rates, and scholarly activity; distributes and tracks accreditation surveys and monitors compliance.
Works with the PC Senior and/or Program Director on accreditation processes, including program meetings, CCC and PEC meetings, GMEC meetings, annual program evaluations, annual institutional reviews, self-studies, and CLER visits.
Schedules semi-annual reviews, prepares documents, and participates when asked.
Sets up annual recruitment systems, including ERAS, spreadsheets, and Interview Broker, and ensures applicant data, tools, and training are available.
Participates in interview-day activities; schedules faculty interviews and materials and organizes logistics.
Participates in the rank process by organizing meetings, gathering data, and attending the Rank Meeting.
Reviews applications in ERAS, sets filters, and sends communications when appropriate.
Completes RMS onboarding checklists, enters data into databases, assembles new employee files, processes contracts, and manages visa processes.
Works with the central GME office to prepare and participate in institutional New Resident Orientation planning and activities.
Implements program-specific orientation and welcome events for new interns and residents advancing to new training levels.
Updates, distributes, and monitors completion of resident/fellow off-boarding checklists.
Updates documentation to ensure appropriate board eligibility or certification as required by accreditation program requirements.
Participates in planning and preparing the annual graduation event.
Plans, schedules, and implements resident/fellow educational activities, which may include core curriculum, simulation events, didactic sessions, and training exams.
Provides administrative support for special educational program pathways.
Negotiates costs and prepares check requests and travel reimbursement forms for signature and payment.
Enters and maintains resident/fellow clinic, block, and call schedules.
Organizes elective/selective rotations, including in-house, local, off-site, out-of-state, and out-of-country rotations; requests contracts when needed and organizes and tracks paperwork and evaluations.
Imports complex resident/fellow schedules into AMION, including call, block schedules, shifts, clinics, and special requests such as vacation and CME; manages duty-hour compliance and changes to call, clinic, and rotation schedules.
Uses Resident Management Suite to manage personnel data, Milestones tracking, rotation schedules, case and procedure logging, evaluations, conferences, schedules and attendance, duty hours, and daily and professional activities; creates and runs reports as needed.
Creates, distributes, and tracks completion of evaluations for residents, fellows, faculty, ancillary staff, and the program.