Manager, GME Operations

Oregon Health & Science University•Portland, OR

9d•Hybrid

About The Position

This position is part of a dynamic team of committed professionals who strive for excellence and are continually looking for ways to improve processes both internally for GME and for the program directors, coordinators, and house officers. The Assistant Director of Operations serves as an important member of the GME leadership team. This position reports to the Director of GME Operations to assure that the Graduate Medical Education programs at OHSU exceed regulatory and compliance standards and fully address the Mission Statement for GME: OHSU’s clinical training programs will provide excellent training in a humane environment for the future providers of health care for all. This position is foundational to the success of GME and OHSU and acts as a leader, coordinator and implementation expert for multiple essential projects within the GME office and is responsible for having independent oversight of decisions and projects within internal and external high-level meetings. This position serves as a backup to the Director on coordination with labor relations and House Officer Union (HOU) matters and serves as expert on key projects and represents GME during high-level meetings specific to listed projects. These projects are necessary for regulatory oversight and success of GME and our 100+ Accreditation Council for Graduate Medical Education (ACGME) accredited programs which serve 1000+ residents and fellows. This position has independent management for the following projects: Onboarding our incoming 330+ residents and fellows; Reappointing our 700 current/returning residents and fellows; Terming or transferring our 300+ offboarding residents and fellows; Ensuring regulatory oversight and continued institutional compliance for all residents and fellows regarding incoming verifications and medical licenses; the Program Coordinator Professional Development series including independently creating curriculum and making decisions regarding the continued professional education of our 75+ Program Coordinators; as well as representing GME Operations at critical institutional meetings, aiding in critical thinking and problem solving between departments and programs. This position supervises the Operations Administrative Coordinators and oversees the projects of our Operations Administrative Coordinators, giving advice, guidance and training when necessary. The projects of the Administrative Coordinators encompass medical licenses, verifications, meeting and person support, in-office and inbox support, call rooms and lockers, etc. These are high-stakes projects, the success of which is integral to our regulatory oversight, educational programming, clinical care, and the continued licensing and good standing of our programs, residents and fellows. Each project listed above incorporates process improvement planning to pinpoint inefficiencies and operational challenges, driving targeted solutions that optimize performance and outcomes. This position requires great flexibility to accommodate changing decisions and processes from various departments (including GME); an ability to effectively apply critical thinking skills to rapidly evolving situations and quickly problem solve lasting solutions; and the ability to act proactively and independently, achieving excellent outcomes without waiting for confirmation from leadership.

Requirements

Bachelor’s degree and five years of related program/project management experience.
At least two years of supervisory or management experienc
Demonstrated successful leadership managing people and programs.
Ability to diplomatically discuss sensitive subject matter and remain calm in the face of competing demands.
Previous experience working with large number of internal stakeholders
Excellent forecasting, analytical, critical thinking, and problem-solving skills.
Excellent attention to detail; successful demonstration of experience working independently in detail-oriented capacity with proven record of accuracy.
Well-versed and developed technology skills (i.e Microsoft Word, PowerPoint and Excel,)
Demonstrated successful work experience with exam/grading.
Successful demonstration of positive teamwork attitude.
Demonstrated professionalism and integrity.
Excellent organizational skills and ability to multitask in a fast-paced environment.
Demonstrated ability to be flexible regarding job assignments and support for other colleagues as needed.
Ability to become notary
Ability to perform the job duties with or without accommodation.

Nice To Haves

2 years working in a healthcare office environment
Previous experience working with MedHub
Previous experience with ACGME requirements
Previous experience working with Graduate Medical Education

Responsibilities

Develop a full understanding of the ACGME programs, sponsoring institution and hospital regulatory and compliance requirements and work with GME colleagues to create and implement processes for programs and trainees that enhance the education, work environment and patient care.
Represents GME in essential partnerships and makes independent decisions regarding financial and strategic development for our annual processes.
Manages, coordinates and oversees the three annual operations that require a massive effort in the GME office and input from all team members: Hiring and onboarding 330+ incoming residents and fellows; reappointing 700+ continuing residents and fellows; terming/transferring all 300+ residents and fellows that are leaving the institution. This involves managing and directing the actions of the GME team to fulfill necessary roles during the onboarding process.
Managing the above processes necessitates the ability to independently make decisions and remain in close communication with various internal and external stakeholders including the Oregon Medical Board, our scrub/coat vendors, the vendor for our Residency Management System (RMS) MedHub, HR Healthcare, ITG, Epic Access, Digital Identity, Compass team, SIM Center and 100+ ACGME-accredited OHSU residency and fellowship programs. This includes important work done with the RMS such as building onboarding, off boarding and reappointment packages, institutional knowledge of our internal system and how it interacts with other systems used by HR, ITG, Benefits, etc. (systems such as Oracle, Epic, etc. which requires in-depth knowledge of our RMS, MedHub. This requires an ability to apply critical thinking skills as well as understand and investigate downstream impacts to multiple moving parts within our institution. This position must be experienced in problem solving high stakes situations that involve many collaborators.
Directly oversees our GME Operations Administrative Coordinators and their projects which include but are not limited to the following: medical licensing verification; incoming verifications; call rooms and lockers; website updating; in-office and GME inbox protocols; meetings and scheduling. Supports Administrative Coordinators needing assistance with quality improvement and upgrading manual or inefficient systems. The Assistant Director for Operations writes the job description, hires and manages any disciplinary actions, complete performance reviews, and approves leave time. This role requires overseeing the tasks of the GME Operations Administrative Coordinators, providing regular feedback, facilitating career development, managing workflow, and being a creative problem solver.
Directs the Program Coordinator Professional Development learning series: A three-year commitment offering 20 annual courses that our program coordinators enroll in which teaches the significance and importance of residency/fellowship, ACGME and institutional regulations; leadership and program improvement processes. Creates curriculum for PCPD based on a robust number of topics based on the above. Specifically gears the learning series toward teaching program coordinators in short, efficient segmented ways to incorporate our RMS using best practices. Creates and fosters national presence and learns from national sources regarding best practices and standardization for the continuing professional education of Program Coordinators. Develops and administers assessments for the PCPD series based on the established curriculum. Evaluates results to determine participants’ advancement from Bronze to Silver, Silver to Gold, and Gold to “Finished” status. Develops new curriculum for the PCPD series based on changing processes and systems that have been adopted and implemented by GME. Partners with necessary stakeholders to create curriculum and synthesize into PowerPoint form, then teach via PCPD series to program coordinators.
Assists Director of Operations in applying quality improvement processes to systems throughout annual cycle of GME operations
Directs processes for the automation, efficiency, and completion of important credentialing services including incoming verifications and licenses. Working on continuous and intentional process improvement efforts for office management systems including GME email organization and seamless support for the three sections of GME (Accreditation, Operations & Strategic Alignment & Integration).
Assists primary MedHub Program Technician 2 in matriculating the residents and fellows in the Residency Management System (MedHub) on an annual basis. This necessitates a complex understanding of how MedHub syncs our data on the backend and transfers data from AAMC to demographic profiles. Collaborates in creation of the annual MedHub onboarding package and uploading incoming residents and fellows every spring into MedHub and ensuring appropriate data is synced between AAMC and RMS. Must have ability to input accurate details over a long period of time.
Works in conjunction with Labor Relations and the GME leadership team to assist in matters related to the House Officer Union and Local AFSCME 328. Assists the Director of Operations when requests for information or other pressing meetings are required. Attends critical meetings regarding HOU deliberations and compliance. Works with Labor Relations and programs to interpret the labor contracts and stay in compliance with current agreements.
This position is responsible for training new Administrative Coordinators and Program Technicians on GME office policy and protocol, for example how to audit programs for compliance regarding licensing and testing requirements, facilitating the onboarding of new trainees during an off cycle hiring, how to utilize MedHub as different positions in the office would need (ex. for moonlighting payments, work hour reporting, scheduling and billing verification and evaluations), and how to answer phones, schedule appointments, respond to emails and become notarized.