GME Division Administrator - Dept of Surgery | Full- Time |Days

UF Health•Jacksonville, FL

3d•Onsite

About The Position

This position will manage the Department's Graduate, Undergraduate and Continuing Medical Education Trainings program(s). The position will report directly to the Program Director and/or Department Administrative Director. The principal type of work includes the development, implementation and maintenance of administrative policies, procedures, fiduciary oversight and educational programs at the University of Florida College of Medicine at Jacksonville within the Department of Pediatrics. Regulatory, accreditation, educational and operational components of medical education are essential to this position. The foremost role of the administrator is the day-to-day management of the program. With the program director, manage all aspects of the education program. Acts as an advocate for the trainees and program. Supervise medical education staff. Actively participate in the Performance Evaluation Committee, Clinical Education Committee, Recruitment/Selection Committee and national committee. The program director and administrator should build a positive, collaborative environment so that the trainee experience is optimal. The administrator will act for and make decisions in the program director's absence within prescribed limits of authority and in consultation with the APDs.

Requirements

GME management required
5-8 years Program management ME experience with oversight of multiple training programs and staff
5 years Program management ME experience with oversight of multiple training programs and staff
2 years Program management ME experience with oversight of multiple training programs and staff
1 year Program management ME experience with oversight of multiple training programs and staff
Associates required or Bachelors required
Supervise: 1 GME Program Administrator and 1 GME Clerkship Coordinator

Nice To Haves

Masters preferred
Equivalent educational course study equaling 90 plus credit hours/5-8 years of relevant work experience in lieu of a bachelors degree will be considered.

Responsibilities

Collaborate with the Program Director(s) and the University's Office of Educational Affairs (OEA), other participating institutions (BMC, DCHD, WCH, NAS, NCC) and multiple private practice sites in assuring full compliance with the Accreditation Council for Graduate Medical Education (ACGME) Institutional Requirements and Program Requirements.
Ensure trainees have met institutional requirements at all participating sites (BMC, UF, NCC, DCHD) for billing compliance, clinical applications and all other mandatory training.
Prepare accurate and essential external regulatory agency reports (AMA FREIDA, ACGME Web ads, GME Track, ABMS board and other organizations specific to specialties and subspecialties).
Maintain ACGME WebADS, New Innovations, and Dean's G: drive.
Supervise medical education staff including Program Administrator, Clerkship Coordinator, and Chief residents.
Provide oversight of fellowship coordinators.
Professional growth & development is expected by attending institutional and/or national undergraduate and/or medical education meetings/conferences.
Manage all aspects of the recruitment process including Electronic Resident Application System (ERAS) and the National Resident Matching Program (NRMP) participation.
Negotiate contracts with hotel and restaurant service providers.
Review resident applications, determine eligibility, communicate decisions to applicants, select interviewers, advise interviewers, advise residents regarding recruitment activities, mentor chief residents, participate in ranking decisions.
Organize all personnel onboarding actions; new/courtesy appointments, terminations/clearance (including summative final letters of performance), State licensure and Educational Commission for Foreign Medical Graduates (ECFMG) J1 visa sponsorship in compliance with University policy.
Coordinate intern orientation with all educational partners (BMC, WCH, NCC, and DCHD).
Train chief residents in coordination of orientation activities.
Plan graduation activities annually. Work with seniors to determine location, theme. Plan banquet for 100+ attendees.
Communicate with faculty/divisions regarding resident awards.
Collaborate with fellowship programs.
Create and maintain annual GME budget ensuring timely submission of all program expenses, travel expenses from program related activities including trainee scholarly activity conference presentations and income to the University.
Prepare semi-annual evaluation reports.
Advise PD of resident performance and/or professionalism issues.
Participate in evaluation meetings, advising and counseling residents as needed.
Work with faculty and staff at all participating sites to ensure timely and accurate completion of evaluations.
Train faculty on how to complete evaluations and on milestone development (100+).
Review and analyze completed evaluations to identify problem areas.
Identify PD and/or advisor as needed.
Supervise management of all administrative aspects of the undergraduate medical education clerkship (3rd year medical students, 4th year medical students, physician assistant students) including Visiting Student Application System (VSAS) participation in collaboration with the OEA, UF, Gainesville, NCC, WCH, DCHD and community partners
Collaborate with PD on program improvements and integration with residency.
With PD and administration, develop marketing plan, create materials, and attend residency fairs.
Work with city agency (VisitJax) to market city to applicants.
Conduct post-match marketing analysis.
Maintain statistics regarding # of applicants, interviews.
Work with webmaster to ensure maintenance of residency program/recruitment website.
Update social media as necessary (Facebook, program app, Twitter)
In collaboration with PD, oversee the planning and implementation of faculty development activities, including developing tools to educate faculty on ACGME core competencies, program evaluation methods.
Ensure faculty possesses appropriate credentials required by the ACGME and maintain CV information in WebADS.
Work collaboratively with the PD and APD to implement and monitor advisor program.
Prepare advisor reports; provide faculty development to new advisors and feedback to current advisors regarding resident performance.
Provide oversight to fellowship programs, mentoring fellowship coordinators, overseeing administration of programs and coordinating educational and administrative activities.
Coordinate and participate in monthly meetings.
Oversee the maintenance of alumni data, scholarly activity, personnel files and verification of credentials/training records.
Advise and consult on issues or inquiries from residents, students, staff, faculty and community partners (200+).
Identify areas for programmatic improvements and develop initiatives to address weaknesses.