Graduate Medical Education Institutional Program Manager

University of Florida•Gainesville, FL

2d•$75,000 - $80,200

About The Position

The Graduate Medical Education Institutional Program Manager provides institutional-level coordination, oversight, and operational support for Graduate Medical Education (GME) accreditation activities at both the institutional and program levels. The GME Institutional Program Manager plays a central role in supporting and maintaining compliance with Accreditation Council for Graduate Medical Education (ACGME) Institutional and Program Requirements across all accredited residency and fellowship programs sponsored by the University of Florida College of Medicine. This position is responsible for managing accreditation processes; maintaining institutional accreditation data and reporting systems; supporting GME governance committees; and serving as a liaison among GME leadership, program leadership, institutional partners, and the ACGME. This role requires independent judgment, strong regulatory knowledge, and the ability to manage complex, multi-program processes that directly affect institutional accreditation status. Comprehensive online management systems support many functions and processes. Proficiency in systems such as the ACGME Accreditation Data System (ADS) and residency management systems (e.g., New Innovations) is required.

Requirements

A bachelor’s degree in an appropriate area of specialization and five years of appropriate experience; or an equivalent combination of education and experience.

Nice To Haves

The ideal candidate will possess: Proficiency in Word, Excel, PowerPoint, Outlook, Adobe Acrobat, WordPress, SharePoint and online meeting technology.
Prior GME Program Coordinator Experience
Have participated in and/or coordinated an ACGME accreditation site visit
Proficiency in a Residency Management System (e.g. New Innovations, MedHub, Residency Management Suite, etc.)
Ability to establish and maintain professional and effective working relations with others.
Ability to establish work priorities and coordinate the timely completion of work assignments; strong organizational skills.
Ability to communicate effectively, both oral and written.
Ability to articulate and interpret information.
Ability to work independently, exercise good judgment, and work with minimal supervision.
Ability to comprehend and interpret institutional policies, procedures, and accreditation requirements.

Responsibilities

Accreditation Council for Graduate Medical Education (ACGME) Accreditation Maintain expertise in current and approved ACGME Standards and assist in developing and implementing systems and processes to establish and maintain records for ACGME, GME, trainees/housestaff and sponsoring programs.
Manage compliance with accreditation standards and enrollment management support for GME programs in various databases and/or online management systems such as ADS and NI. In collaboration with department leadership, ensure submission of annual reports, milestones, status letters, progress reports, or other letters that maintain accreditation requirements indicate compliance with ACGME regulations, hospital, and institutional requirements.
Monitor the accreditation activities of the sponsoring institution and its programs to ensure strict compliance with the ACGME Institutional Requirements and Common Program Requirements.
Monitor and assure that all ACGME ADS data are current for all programs. Work with the DIO to review any potential non-compliance issues indicated by these data.
Serve as the primary institutional coordinator for ACGME reviews, site visits & accreditation correspondence. Support the GME office in preparation for institutional reviews and site visits, providing recommendations, assisting with needed reports and coordinating institutional site visit logistics.
Support the Director of Accreditation by communicating with and assisting programs in the preparation and review of documents requested for program-level self-studies and site visits, and by assisting with required reports.
Collaborate with other GME personnel to ensure internal audits and/or mock site visits of GME programs are complete when requested to ensure initial and continued accreditation compliance. Contribute to written reports for results of audits and/or mock site visits.
Participate in both program and institutional level logistics for site visits (e.g. agenda development, room reservations, technology needs, interview scheduling, etc.) including follow-up for completion.
Graduate Medical Education (GME) Office Operations Collaborate with university and hospital administrators regarding institutional GME policies and procedures. Evaluate programs, policies, and procedures. Analyze outcomes of programs and reports outcomes as requested. Assist in developing and implementing alternatives and changes in order to attain desired outcomes.
Provide high-level accreditation-related support to the Program Directors and Program Coordinators. Develop and maintain institutional dashboard and tracking tools to support oversight of training programs. Contribute to development and maintenance of GME office websites and shared resources. Maintain organized GME electronic records and ensure final GME work products are stored on shared drives in accordance with institutional standards.
Graduate Medical Education Committee (GMEC) Coordinate, attend and provide minutes for the GMEC meetings, establishing the agenda in conjunction with the Designated Institutional Official (DIO), document and code all minutes with appropriate ACGME institutional, common or program requirements, and assure appropriate communication within the institution.
Prepare, code, and maintain GMEC minutes in alignment with applicable ACGME Institutional, Common, and Program Requirements. Work with other programs to obtain GMEC approval for other requests such as changes in resident complement or program directors. Participate in development, implementation, review and maintenance of GME policies, objectives, short-and long-range planning; develop and implement projects and programs to assist in accomplishment of established goals.
Institutional Program Review Committee (IPRC) Attend, support and coordinate the IPRC in conjunction with the IPRC Chair, charged by the DIO and GMEC with performing annual program reviews.
Coordinate all Institutional Program Review Committee (IPRC) meetings and yearly agenda ensuring that annual reviews and special reviews are conducted in a timely fashion. Provide IPRC meeting minutes for meetings when Special Program Reviews do not occur. Compile and prepare necessary documentation for IPRC members prior to special reviews. Compile and prepare necessary program post-IPRC review reports for IPRC committee review, followed by IPRC Chair approval, followed by GMEC approval with final reports forwarded to the involved programs. Ensure IPRC follow-up and requests are reported in a timely manner. Support the development of responses to accreditor concerns and other requests for information. Gather data and prepare materials, information requests, and create reports required by ACGME.
Program Letters of Agreement (PLA) and Rotation Agreements Ensure compliance with Institutional Requirements in PLAs. Collaborate with programs on the development, review, and maintenance of PLAs and rotation agreements, coordinating with Contracts/Legal teams when appropriate. Assist with arranging rotation agreements for housestaff. Ensure that appropriate approvals and requirements have been met when UF Health GME programs provide rotation agreement documentation for internal/external housestaff rotations. Review, update, and maintain all contract templates at least annually or when appropriate.
Program Coordinator Support Coordinate institutional communications and meetings for residency and fellowship program coordinators related to accreditation processes and institutional requirements. Ensure program coordinators are informed of changes to ACGME requirements, institutional policies, timelines, and reporting expectations. Serve as a point of contact for coordinators regarding institutional processes, documentation requirements, and accreditation workflows. Support onboarding of new program coordinators by providing orientation to institutional systems, timelines, and accreditation processes. Provide institutional guidance related to compliance expectations; does not provide direct supervision or performance management

Benefits

Low-cost State Health Plans : Medical, Dental, and Vision Insurance
Life and Disability Insurance
Generous Retirement Options to secure your future
Comprehensive Paid Time Off Packages : (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
Exceptional Personal and Professional Development Opportunities : Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
Tuition Assistance through the UF Employee Education Program
Public Service Loan Forgiveness (PSLF) Eligible Employer

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