Program Administrator I-Full-Time-Days

Cape Fear Valley Health

3d•Onsite

About The Position

The Program Administrator I (PA I) is assigned to a residency training program within the Graduate Medical Education Department and manages its administrative and operational activities in accordance with accrediting-body rules and regulations. In conjunction with the ADME, the PA I supports and guides interns, residents, fellows, and medical students, and contributes to recruiting trainees and maintaining a high-quality educational program. The role requires strong organization, communication, attention to detail, confidentiality, and the ability to manage multiple tasks and long-term assignments. The PA I manages program budgets, resources, agreements, records, databases, schedules, payroll, correspondence, recruitment, evaluations, orientation, accreditation activities, and student rotations. The position also administers continuing medical education and program events, coordinating speakers, facilities, vendors, materials, communications, and documentation. The PA I provides guidance and oversight to the Medical Education Coordinator and supports program directors, faculty, trainees, and students.

Requirements

Associate degree required, or four years of GME experience may be considered in lieu of education.
Four years of experience in a health-related environment required.
Proficiency in reading, writing, and speaking English.
Strong computer skills, including Microsoft Word, Excel/Access, and PowerPoint.
Verbal and written communication skills sufficient to communicate effectively with hospital staff and community members.
Organizational ability to plan and control activities and recognize and establish priorities.
Ability to relate effectively to people from varied professional and nonprofessional backgrounds and establish support for hospital goals.
Strong written, oral, and interpersonal skills.
Ability to multitask and remain well organized.
Knowledge of medical terminology.
Visual acuity to review data and reports and perform analysis.
Ability to move throughout the Medical Center.
Ability to speak and hear to converse with hospital staff and address groups.

Nice To Haves

Knowledge of continuing medical education and event planning.

Responsibilities

Prepare the program’s annual budget and track expenditures throughout the year; allocate resources effectively and help control costs while maintaining quality.
Prepare, distribute, and maintain affiliation agreements and program letters of agreement for required rotations.
Submit intern, resident, and faculty educational stipends and vacation requests for processing.
Prepare program policies and procedures in accordance with guidelines and accreditation requirements.
Coordinate daily office operations and maintain complete, properly organized confidential files and secure document storage, including storage and disposal processes.
Coordinate program activities, including faculty meetings, CME activities, lecture series, and conference-room scheduling.
Generate and maintain databases and reports covering program personnel, applicants, rotating students, vacation allowances, schedules, and other program information.
Prepare correspondence and informational materials; edit communications for style, grammar, and clarity; respond to accrediting-body registration and information requests within required timeframes.
Submit supply orders to the ADME for final approval and process program personnel payroll using the appropriate time-management system.
Provide support, guidance, and leadership to students, interns, and residents.
Coordinate intern and resident recruitment, including travel, accommodations, interviews, and related activities.
Review and manage internal requests for program information, documentation, and data.
Attend the annual Accreditation Council of Graduate Medical Education meeting and accept other assignments from the ADME, Chief Operating Officer, and Graduate Medical Education senior management.
Administer evaluations of interns, residents, students, and teaching attending physicians, and coordinate the program’s recruitment process as directed by the Program Director and ADME.
Prepare and revise annual residency manuals; organize Hospital Days and the annual orientation of new interns and residents.
Coordinate accrediting-body site visits and prepare reports for agencies; verify student loans, mortgages, and resident deferments.
Maintain resident and intern records and ensure required file information is compliant, including applications, licenses, and training certificates.
Prepare and maintain monthly rotation, call, house-physician, resident, and lecture schedules; ensure quarterly and semi-annual evaluations are completed and follow up on monthly logs and evaluations.
Review and update the program website and maintain program databases using New Innovations, Electronic Residency Application System, and AMION.
Guide and oversee the Medical Education Coordinator in student education and rotations, student orientation, lectures, meetings, presentations, and related educational activities.
Oversee the operation and management of student rotations; prepare student databases for recruitment and manage student interview scheduling with the Program Director.
Review written communications to faculty and students at regional sites, explain program policies and procedures, answer questions, coordinate services, and route issues to the appropriate person.
Manage continuing medical education activities, including preparation and submission of materials, tracking activities, vendor negotiations, and preparation of syllabi.
Ensure morning reports are assigned accurately and on time; identify facilities and caterers and negotiate vendor pricing.
Organize graduation, holiday, and special events in conjunction with the ADME and within allocated budgets.
Assist lecturers with audiovisual equipment setup and communicate and arrange audiovisual needs.
Distribute and post lectures; prepare CME correspondence, speaker confirmations, and thank-you letters.
Ensure notifications, syllabi, evaluations, and other materials meet accrediting-agency requirements; oversee lecture databases, attendance records, and conference evaluations.
Oversee conference notifications, brochures, syllabi, event invitations, and complete and accurate CME paperwork.
Recruit and schedule internal and external speakers, distribute invitations, schedule conference rooms, and solicit and negotiate sponsorship support from pharmaceutical companies.