GME Program Manager

BMC Software • Boston, MA

83d

About The Position

The GME Program Manager is responsible for assuring that programs for the education of Internal Medicine residents/fellows are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC). The Program Manager responds to all inquiries related to the training program, and interfaces with appropriate individuals, medical schools, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard and maintain trainees. Provides high level programmatic management, analysis, and interpretation of residency programs through comprehensive knowledge of graduate medical education. Makes recommendations and advises on changes to the program based on anticipated needs, new or changing program and institutional requirements, or other market forces, and oversees implementation of agreed upon changes. Operating independently, the Program Manager serves as a liaison between the trainees, Program Director, Administrative Director, GME office, the hospital, and accrediting bodies. The Program Manager supports a large and complex program and is able to step in for other Program Administrators in times of leaves, vacations, or temporary vacancies.

Requirements

• Bachelor’s Degree or equivalent combination of formal education and experience.
• 7+ years of relevant experience required.
• Experience with graduate medical education programs required.
• Previous experience with New Innovations required.

Nice To Haves

• TAGME certification (or another advanced degree or certification) encouraged within six (6) month of starting the position.

Responsibilities

• Maintains excellent and up-to-date knowledge of ACGME common and specialty-specific program requirements and outstanding skills related to the administrative management of training program(s).
• Seeks support and guidance from Program Director, GME office, and other Program Administrators as needed.
• Actively participates in and contributes expertise to Program Administrator monthly meetings, and other trainings/events through the GME office.
• Serves as an educator and mentor to other administrators, supporting their training and onboarding, and ensuring consistent application of best practices on the management of training programs across BMC.
• Maintains and updates training program website in partnership with department and communications stakeholders.
• Point person for preparing, coordinating, and organizing materials and logistics for annual program processes, including program recruitment, orientation, letters of recommendation, etc.
• Partners with GME Office around hospital-wide orientation.
• Manages and performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes.
• Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.
• Serves as a liaison for residents regarding benefits and Human Resources issues.
• Works with the Program Director to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and their programs specialty board guidelines.
• Assists in preparations for site visits, self-study, and other internal and external review processes.
• In partnership with the GME Office, provides at the elbow support for other Program Administrators who are preparing for a site visit or other internal or external reviews.
• Responsible for establishing and maintaining effective working relationships between the GME Office, training program leadership, and trainees.
• Partners with GME on standardization and creation of best practices related to management of training programs at BMC.
• Works with the Residency Management Suite application (New Innovations) to assist with tasks such as scheduling, procedure logging, and evaluations.
• Actively maintains accurate conference attendance, duty hours, and other issues related to training program and compiles program documentation and appropriate statistical data.
• Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations.
• Ensures that all evaluations are up-to-date in residency management software.
• Compiles data for Annual Program Evaluations (APE) and assists Program Director with tasks related to the APE and Program Evaluation Committee.
• Maintains up-to-date trainee rotation schedule for the year, including outside rotations, and electives (including rotators from other institutions).
• Manages affiliation agreements and serves as a liaison between BMC and other training sites, and enlists GME Office help when appropriate.
• Maintains and reviews resident’s block and assignment schedules, 'on-call' schedules; tracks vacation and sick hours; calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines and alerts Program Director of any potential conflicts.
• Coordinates record of training on all residents for annual report to the American Board of Internal Medicine.
• Assists residents and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.
• Sets up conferences and meetings as directed.
• Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.
• Prepares and distributes information packages for meetings.
• Takes and prepares minutes of meetings, as required, and ensures minutes are accurate and professional.
• Composes high level correspondence, spreadsheets and presentations independently and with professional quality.
• Edits and proofreads written materials and verifies the validity of data and documents contained in all reports prior to submission.
• May initiate responses (such as letters of recommendations, employment verification for loan deferments, etc.) for Program Director’s review or may complete and send out responses on their behalf.
• Handles telephone calls and emails in a professional, courteous manner; responds to inquiries or routes calls to the appropriate source.
• Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.
• Provides administrative support to the Program Director and other members of the residency/fellowship leadership team, and department members as needed.

What This Job Offers

• Job Type: Full-time
• Education Level: Bachelor's degree
• Number of Employees: 1,001-5,000 employees