Manager - Graduate Medical Education

UHS•Palmdale, CA

15h

About The Position

Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines. May supervise, train and guide new coordinators or administrative assistants within the residency program. Provides support and meets regularly with the Program Administrator and Director concerning office management issues, activities, and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Administrator and Program Director for improvement. May assist in program-level policy development. Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance. Provides both administrative supervision and support to residents. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other hospitals/clinics/medical organizations, internal departments, and divisions regarding resident recruitment, orientation, and external rotations. Plans residency program annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events. Informs residents and trainees of policy and procedure changes, with guidance from the Designated Institutional Official, Program Administrator, and Program Director. Works closely with the hospital’s medical staff credentialing office to ensure that all residents and core faculty are compliant with procedures regarding licensing, moonlighting, and initial and re-credentialing. Manages materials for specialty-specific trainee exams and assists with proctoring exams. Maintains databases with resident and faculty data, including New Innovations. Manages the evaluative processes of the trainees, program, faculty, and rotations in New Innovations. Develop resident call schedules. Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues. Assists with the organization of meetings, preparation, and distribution of materials for conferences and lectures. Assists in the development of brochures, invitations, or advertisements for events and lectures. Coordinates medical student rotations and, as appropriate, “observer ships”. Assists and/or maintains external program advertising/media through websites, brochures, postcards, publications, and other such media. Assists/edits annual publications regarding the program. Maintains program’s website. Maintains the ERAS database (Electronic Residency Application Service) and oversees its processes during the residency program’s applicant recruitment season. Schedules all applicants for interviews with faculty and utilizes features of the ERAS database software to ensure appropriate and timely review of all applications by core faculty/Program Director. Performs all National Residency Match Program (NRMP) responsibilities and corresponds with newly matched residents about requirements and process for appointments to the hospitals. Assists with quota review and rank list entry and certification in NRMP. Verifies and tracks resident status and activities as needed. Assists in the preparation for ACGME Site Visits and internal reviews and fully participates. Assists in monitoring residents’ work hours and procedures via regular review of reports in New Innovations. Receives inquiries from residents and applicants and triages as necessary. Performs other duties as assigned by the Program Administrator, Program Director or GME Office.

Requirements

Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.
Excellent written and verbal communication skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
Ability to make decisions independently or to escalate issues as needed.

Responsibilities

Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines.
May supervise, train and guide new coordinators or administrative assistants within the residency program.
Provides support and meets regularly with the Program Administrator and Director concerning office management issues, activities, and the status of projects.
Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Administrator and Program Director for improvement.
May assist in program-level policy development.
Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
Provides both administrative supervision and support to residents.
Acts as a liaison between residents and hospital administration when necessary.
Establishes relationships and acts as a liaison to other hospitals/clinics/medical organizations, internal departments, and divisions regarding resident recruitment, orientation, and external rotations.
Plans residency program annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
Informs residents and trainees of policy and procedure changes, with guidance from the Designated Institutional Official, Program Administrator, and Program Director.
Works closely with the hospital’s medical staff credentialing office to ensure that all residents and core faculty are compliant with procedures regarding licensing, moonlighting, and initial and re-credentialing.
Manages materials for specialty-specific trainee exams and assists with proctoring exams.
Maintains databases with resident and faculty data, including New Innovations.
Manages the evaluative processes of the trainees, program, faculty, and rotations in New Innovations.
Develop resident call schedules.
Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems.
Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
Assists with the organization of meetings, preparation, and distribution of materials for conferences and lectures.
Assists in the development of brochures, invitations, or advertisements for events and lectures.
Coordinates medical student rotations and, as appropriate, “observer ships”.
Assists and/or maintains external program advertising/media through websites, brochures, postcards, publications, and other such media.
Assists/edits annual publications regarding the program.
Maintains program’s website.
Maintains the ERAS database (Electronic Residency Application Service) and oversees its processes during the residency program’s applicant recruitment season.
Schedules all applicants for interviews with faculty and utilizes features of the ERAS database software to ensure appropriate and timely review of all applications by core faculty/Program Director.
Performs all National Residency Match Program (NRMP) responsibilities and corresponds with newly matched residents about requirements and process for appointments to the hospitals.
Assists with quota review and rank list entry and certification in NRMP.
Verifies and tracks resident status and activities as needed.
Assists in the preparation for ACGME Site Visits and internal reviews and fully participates.
Assists in monitoring residents’ work hours and procedures via regular review of reports in New Innovations.
Receive inquiries from residents and applicants and triage as necessary.
Performs other duties as assigned by the Program Administrator, Program Director or GME Office.