GME Program Manager

Westchester Medical Center • Valhalla, NY

117d • $35 - $45

About The Position

Under oversight and direction from the Program Director, the GME Program Manager is responsible for the day to day administrative and operational management of the accredited/non-accredited residency/fellowship training program. The program manager functions in collaboration with the GME Office, Attending Physicians, fellow/residents (trainees) and other institutional officials as part of the training program leadership team.

Requirements

• Three to five years' experience in administration, and/or residency/fellowship program management, preferably in an academic health care setting.
• Bachelor's Degree in related areas; Masters Degree valuable for large core residency programs.
• TAGME Certification highly desirable.
• Proficiency with Microsoft office applications (Word, Excel, Access, Power Point).
• Excellent organizational skills, an ability to multitask, and prioritize competing priorities.
• Ability to work independently and handle sensitive information in a confidential manner.
• Interest in medical education, and the desire to work in a health care setting.
• Comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty and resident/fellows and other administrative personnel.

Responsibilities

• Provides support and meets regularly with the Program Director concerning program management issues and activities and the status of projects.
• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Training Director for improvement.
• In conjunction with GME Office, applies ACGME (or AOA or CODA), other national accrediting agencies, and hospital policies to support compliance.
• Provides both administrative supervision and support to residents/interns/fellows.
• Acts as a liaison between residents, GME Office and hospital administration when necessary.
• Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, program Rotation Agreements, and internal/external rotations.
• Organizes department-level trainee orientation.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office.
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, extensions, annual contracts, and initial and re-credentialing of trainees.
• Manages materials for specialty-specific trainee exams and may assist with proctoring exams; completes reports required by specialty board.
• Develops, implements, and oversees the maintenance of records, distribution of materials, and other types of office/program systems.
• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• Maintains databases with resident and faculty data, including New Innovations and for ACGME Programs, Web ADS.
• Maintains attendance records for program trainees, including sick time, vacations, personal and holidays and monitors compliance with time requirements for completion of training as determined by specialty board.
• Prepare and update rotational schedule for trainees; enters and maintains schedules in New Innovations.
• Assures accurate data to support information for institutional cost report for Federal GME reimbursement.
• Manages the evaluative processes of the trainees, program, faculty, and rotations in compliance with ACGME expectations.
• Completes Annual Update of FREIDA/GME Track Program Surveys and other relevant data sources.
• In collaboration with Chief Residents/Fellows, program director ensures information for call schedule is entered in AMiON in a timely manner to meet program and institutional needs.
• Oversees all purchasing for the Training Program office/program.
• Assesses equipment acquisition and training needs, and makes recommendations to the Program Director.
• Orders equipment and supplies for the training office.
• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Organizes meetings and prepares and distributes materials for conferences and didactic educational activities; maintains attendance records for conferences.
• Develops brochures, invitations, or advertisements for events/lectures.
• Coordinates medical student rotations, if applicable.
• Creates and/or maintains external program advertising/media through program websites, brochures, publications and other such media.
• Creates/edits annual publications regarding the program.
• In conjunction with GME office, maintains information on program's website.
• In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency/Fellowship Recruitment season.
• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to WMC and other participating training sites.
• In applicable programs, assists with quota review and rank list entry NRMP (National Residency Matching Program).
• Tracks and processes initial paperwork for visa requests, in conjunction with the GME office.
• Verifies trainees' status and activities as needed.
• Prepares agendas/reports/forms required for accreditation (including but not limited to ACGME Web ADS updates, Self Study, Annual Program Evaluations, Clinical Competency Committee meetings).
• Regularly attends monthly Program Administration Council meetings.
• Participates in ongoing professional development thru attendance at National specialty society, ACGME and other learning opportunities.
• Assists in monitoring residents' duty hours and operative/case experience via regular review of data reports.
• Monitors work space and call areas utilized by program trainees; identifies any outstanding maintenance issues and need for updated equipment.
• Performs other duties as assigned by the Program Director.

Benefits

• Health Insurance
• Dental
• Vision
• Retirement Savings Plan
• Flexible Savings Account
• Paid Time Off
• Holidays
• Tuition Reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Hospitals
• Education Level: Bachelor's degree