Program Administrator, Medicine

One Brooklyn Health•New York, NY

1d•Onsite

About The Position

The Program Administrator is responsible for the day-to-day coordination of the residency and fellowship training programs. The Program Administrator continually assess and direct a wide range of programmatic issues including long range planning, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Requirements

High School Diploma or equivalent required.
Minimum of three (3) years of office management experience.
Equivalent experience in administration and office management in academic health care settings.
Knowledge of Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, fellowship and program requirements.
Communication (written and verbal).
Problem-solving and decision-making.
Administration and organization.
Goal-setting and implementation.
Interpersonal cooperation.
Ability to fully utilize BHMC’s electronic record systems, equipment and other healthcare and billing systems relevant to this position.

Nice To Haves

Bachelor's Degree preferred.

Responsibilities

Oversees day-to-day operations of the program.
Tracks, reports, and ensures compliance with the appropriate governing bodies i.e. CODA
Annually updates of GME Track, CODA web-based Accreditation Data System WebAds, and other relevant data sources.
Coordinates outside electives which include master agreements, applications, malpractice coverage confirmation, and evaluations.
Schedules and coordinates residents’ re-certification and re-orientation trainings.
Registers residents and fellows for In-Training Exams, proctors In Training Exams.
Creates and updates schedules and rotations in New Innovations.
Develops evaluation tools for programs; Monitors evaluation process, both paper and online at all affiliate sites to include evaluation of residents and fellows by faculty after each rotation; evaluation of faculty by residents; evaluation of program by faculty and by residents; semi-annual evaluations of residents and fellows, final written evaluations of graduating residents and fellows; and evaluations of residents by multiple evaluators, including patients, medical students, and peers; and other evaluations as required by the individual CODA program requirements.
Monitors residents and fellows duty hours.
Prepares required duty hour, evaluation, and procedure reports; analyzes data for resident/fellow compliance with process and for trainee and program compliance with CODA requirements.
Produces and distributes annual rotation schedule, and monthly changes.
Coordinates semi-annual resident reviews and quarterly Clinical Competency Reviews.
Maintains documentation for graduation and board eligibility.
Documents verification of training for medical specialty boards for each resident/fellow as per the requirements of each specialty board.
Coordinates interview process, ranking process, and post-match activities.
Manages trainee applications and screens those appropriate for interview. This includes evaluating applications for completeness.
Manages Electronic Residency Application Service (ERAS) interaction.
Communicates with potential applicants, explaining the Program’s application process and distributing recruitment materials.
Coordinates all ongoing departmental activities such as Grand Rounds, Resident Faculty Meetings, Clinical Competency, and Program Evaluation Committee Meetings.
Completes reports for GME Track, ABIM, ACGME, WebAds
Maintains departmental manuals, written policies and procedures and ensures they are updated as necessary and uploaded to New Innovations.
Assists in the preparation for ACGME Site Visits and internal reviews.
Organizes Internal Review with institution’s graduate medical education (GME) office.
Maintains ongoing communications with GME Office regarding accreditation requirements for the trainee and program.
Manages the program’s GME budget, including oversight of trainee travel and education allocations.
Processes invoicing for program-related expenses.
Coordinates Continuing Medical Education activities.
Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, flyers for events/lectures.
Coordinates planning of resident orientation program.
Arranges student orientation and rotations.
Matches students with preceptors.
Ensures completion of student evaluations.
Resident’s Payroll.
Performs other duties as assigned.