GME Program Administrator, Internal Medicine Residency

BMC Software•Boston, MA

1d•$53,000 - $77,000•Onsite

About The Position

The GME Program Administrator manages the administrative operations of the Internal Medicine residency training program, ensuring it is organized, coordinated, effective, monitored, and compliant with Boston Medical Center (BMC), ACGME, governing RRC, and specialty-board requirements. The role responds to training-program inquiries and coordinates with trainees, program leadership, the GME office, medical schools, licensing bodies, affiliated institutions, and other organizations to obtain paperwork needed to onboard and maintain trainees. The administrator works independently with minimal direction and serves as a liaison among trainees, the Program Director, the GME office, the hospital, and accrediting bodies. The administrator maintains current knowledge of ACGME common and specialty-specific requirements and seeks guidance from the Program Director, Program Manager, GME office, and other Program Administrators as needed. The role also participates in monthly Program Administrator meetings and other GME trainings and events. This is a 40-hour-per-week, on-site position in Boston, Massachusetts.

Requirements

Bachelor’s degree or an equivalent combination of formal education and experience.
2–7 years of relevant experience.
Excellent organizational and multitasking skills.
Excellent written and verbal communication skills.
Ability to work independently and collaboratively in a team-oriented environment.
Ability to follow BMC best practices for managing GME training programs.
Strong critical-thinking skills and ability to identify issues and offer solutions.
Demonstrated ability to work independently and adapt to shifting priorities, demands, and timelines through prioritization and problem-solving.
Ability to work effectively with faculty, administration, and staff, remaining courteous but firm when seeking information or cooperation.
Excellent attention to detail and ability to maintain accurate, complete, and confidential personnel and training records.
Advanced competency with numbers, including payroll and budgetary accounting, and data analysis.
Ability to use computer software including Outlook, Word, Excel, and PowerPoint.

Nice To Haves

TAGME certification, another advanced degree, or another certification preferred.
Prior experience with graduate medical education programs preferred.
Previous experience with New Innovations preferred.

Responsibilities

Maintain and update the training program website in partnership with department and communications stakeholders.
Prepare and coordinate materials and logistics for recruitment days and new-trainee orientation, and partner with the GME Office on hospital-wide orientation.
Manage administrative processes for trainee hiring, licensing, onboarding, and advancement; communicate requirements, trainings, and processes; track completion and follow up on incomplete or non-compliant items.
Serve as a liaison for residents regarding benefits and Human Resources issues.
Work with Program Directors to ensure compliance with ACGME, other governing or credentialing bodies, and specialty-board guidelines.
Assist with site visits, self-study, and internal and external reviews.
Maintain effective working relationships among the GME Office, program leadership, and trainees.
Use the Residency Management Suite application (New Innovations) to assist with scheduling, procedure logging, and evaluations.
Monitor and maintain conference attendance, duty hours, and other training-program records; compile documentation and statistical data.
Prepare trainee data for evaluation sessions, including Clinical Competency Committee meetings and semi-annual evaluations, and ensure evaluations are current in residency management software.
Compile data for Annual Program Evaluations and assist the Program Director with APE and Program Evaluation Committee tasks.
Develop, communicate, and revise annual trainee rotation schedules, including outside rotations, electives, and rotators from other institutions.
Coordinate affiliation agreements and serve as liaison between BMC and other training sites, seeking GME Office assistance when appropriate.
Develop resident block, assignment, and on-call schedules; track vacation and sick hours; calculate work hours for ACGME/RRC compliance; and alert the Program Director to potential conflicts.
Assist residents, fellows, and the Program Director with abstracts, manuscripts, posters, and presentations as needed.
Set up conferences and meetings; arrange and confirm speakers, process outside-speaker stipends, assist with travel, book rooms, arrange audiovisual equipment and food service when needed, and prepare and distribute meeting materials.
Take and prepare meeting minutes and ensure minutes and other written documents are accurate and professional.
Prepare correspondence, spreadsheets, and presentations independently to a professional standard; edit and proofread materials and verify report data and documents before submission.
Prepare responses such as recommendation letters and employment verifications for the Program Director’s review, or send responses on the Program Director’s behalf as appropriate.
Handle telephone calls and emails professionally, respond to inquiries, and route calls to the appropriate source.
Develop professional skills through educational programs and workshops and maintain knowledge of industry standards and practices.
Provide additional project support to the Program Director, residency or fellowship leadership, and department members, including special projects intended to enhance the training program.

Benefits

Competitive pay.
Tuition reimbursement and tuition remission programs.
Highly subsidized medical, dental, and vision insurance options.
Generous paid time off.
Ongoing training and development opportunities for career advancement and professional development.
Pharmacy benefits.
Discretionary annual bonuses and merit increases.
Flexible Spending Accounts.
403(b) savings matches.
Resources to support employee and family well-being.