GME Institutional Specialist

Eastern Virginia Medical School•Norfolk, VA

9h•Onsite

About The Position

The GME Institutional Specialist is responsible for activities directly related to the management of Graduate Medical Education and the servicing of the Program Directors, Program Coordinators, residents, fellows, faculty members, participating institutions, and other constituent groups. At least 85% of the responsibilities are executed with discretion and independent judgment related to matters of significance to the operations of Graduate Medical Education (GME). Responsibilities include, but are not limited to, administering and managing Navy rotators and visiting physicians; serving as a liaison to various residency and fellowship educational programs; assist with the development of new GME residency and fellowship programs; review and analyze annual ADS updates and Annual Program Evaluations (APEs); GME liaison to the GME Program Administrator’s Council; assist with GME residency and fellowship program site visits; coordinate and administrator new GME program coordinator onboarding; participate as a member of the GME Council; and perform other GME institutional duties as assigned by the GME leadership team. This position reports directly to the Executive Director, Graduate Medical Education.

Requirements

Ability to develop and maintain effective relationships with public, partners, customers, and coworkers, while working cooperatively and effectively with others to achieve common goals.
Ability to manage time and resources to ensure assignments are completed accurately and deadlines are met. Meets attendance/punctuality requirements.
Ability to adapt to changing work environments, work priorities, and organizational needs. Takes independent action to address and resolve problems.
Ability to express ideas effectively and demonstrate sound judgment regarding decision-making.
Ability to deal with others in a direct honest manner and comply with all ODU policies and procedures.
Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to apply concepts of basic algebra and statistical analysis.
eVA financial management system for procurement ordering and processing
Chrome River management system for expense reimbursement processing
Proficient with Microsoft Suite: PowerPoint, Word, and Excel
Qualtrics On-Line Survey Software
Canon Therefore Software and Scanner
ODU Institutional Compliance Annual Employee Training via Canvas LMS.
New Innovations
Doodle Polls

Nice To Haves

Master’s degree and experience in administration and/or office management are preferred.
Preferred qualifications include experience in Graduate Medical Education (GME) program administration, including accreditation related processes and compliance requirements, as well as experience performing functional and operational duties within the New Innovations residency platform.
Prior experience as a GME program coordinator and certification through the Training Administrators of Graduate Medical Education (TAGME) are also preferred.
The ideal candidate will demonstrate excellent organizational skills, the ability to multitask and prioritize competing demands, and have the capacity to work independently while meeting critical deadlines.
Experience in an academic health care setting is desirable.

Responsibilities

Administering and managing Navy rotators and visiting physicians
Serving as a liaison to various residency and fellowship educational programs
Assist with the development of new GME residency and fellowship programs
Review and analyze annual ADS updates and Annual Program Evaluations (APEs)
GME liaison to the GME Program Administrator’s Council
Assist with GME residency and fellowship program site visits
Coordinate and administrator new GME program coordinator onboarding
Participate as a member of the GME Council
Perform other GME institutional duties as assigned by the GME leadership team
Administer the exchange program for Naval Medical Center, Portsmouth Resident Exchange Program (Navy Rotators)
Develop new policies and procedures as necessary for Naval Medical Center, Portsmouth Resident Exchange Program (Navy Rotators)
Administer the exchange program for Non-EVMS Visiting Resident/Fellow Observation Only Rotations (Visiting Physicians)
Develop new policies and procedures as necessary for Non-EVMS Visiting Resident/Fellow Observation Only Rotations (Visiting Physicians)
Assist with ensuring all GME related responsibilities are complete as defined by the GME Vice Dean for GME & DIO and the Program Director
Assist the Executive Director, Graduate Medical Education with all ACGME accreditation responsibilities to support the Vice Dean for Graduate Medical Education
Assist GME Program Directors and Program Coordinators with making sure their Program Letters of Agreements are up-to-date and entered into New Innovations
Assist Program Directors and Program Coordinators with making sure all program policies are updated and aligned with the GME Institutional policies
Review and analyze all Annual Program Evaluations in New Innovations for compliance and corrective actions with institutional oversight
Create dashboards for ACGME compliance monitoring for all residency / fellowship programs
Manage the GMEC minutes, agenda, and presentation monthly
Institutional oversight of the Graduate Medical Education Program Administrators Council (GMEPAC). Liaison between GME office and all residency / fellowship programs
Coordinate and assist programs with ACGME site visits
Lead GME training and onboarding for all new program coordinators
GME liaison for dedicated residency / fellowship programs. Appx. 10 programs
Staff the EVMS Resident & Fellow Association (RAFA)
Staff the EVMS Sentara Resident/Fellow Patient Safety/Quality Improvement (PSQI) Council
Provide administrative support to designated GMEC subcommittees
Develop presentations, documents and spreadsheets
Develop surveys
Develop post-test assessment reports
Publish Certificates of Completion
Scan and store office files/documents
Meeting scheduling tool
Assist GME faculty with presentation preparation for trainings and conferences
Assist GME faculty with expense reporting