Program Manager-Residency/Fellowship

Eisenhower Health • Rancho Mirage, CA

1d • $41 - $62

About The Position

The Program Manager assists the Program Director with the daily operation of a residency or fellowship program office. The role supports planning, preparation, and execution of activities related to program accreditation, recruitment, education, and events. The manager serves as a resource for the Program Director and residents/fellows and provides ongoing guidance to other program staff. The position reports to the Chief Administrative Officer-GME and Residency/Fellowship Program Directors, and supervises Residency/Fellowship Coordinators.

The Program Manager oversees program administration and logistics, accreditation and compliance activities, recruitment and applicant selection, resident/fellow records and schedules, budgets, contracts, orientation, and program events. The role also coordinates with faculty, institutional and regulatory offices, other departments, and external organizations to support program operations and educational objectives.

Requirements

• Bachelor’s degree, or four additional years of experience as a Residency Coordinator/Manager in lieu of a degree.
• Three years of experience in Graduate Medical Education within a residency or fellowship program; two years of experience with a master’s degree.
• Ability to prioritize, meet deadlines, maintain confidentiality, work independently with minimal supervision, supervise, and delegate.
• Leadership skills and strong interpersonal skills in dealing with the public, hospital staff, and medical staff.
• Ability to work under pressure and attention to detail.
• Proficiency with computer applications, online resources, and equipment used by the program, department, and institution, including Microsoft Word, Outlook, Office, and Excel.
• Knowledge of ERAS, NRMP Ranking System, FREIDA, institutional/department intranet, ACGME WebAds, the institutional computerized financial system, MedHub, Windows, graphics, spreadsheet, and internet applications.
• Ability to participate in institutional, departmental, community, and/or national meetings to stay informed about academic trends and processes.
• Critical thinking, problem-solving, and decision-making skills; effective written and verbal communication; and strong administrative and organizational skills.
• Understanding of general financial and budgetary processes, principles, and planning.
• Understanding of GME program accreditation requirements and guidelines and other governing agencies.
• Understanding of department and institution policies and implementation within prescribed limits of authority.
• Understanding of graduate and continuing medical education, record keeping, and confidentiality, including HIPAA compliance.
• Understanding of GME organizational structure and the relationships among programs, accreditation bodies, and institutional entities.
• Understanding of pressures faced by physicians and ability to encourage residents to use appropriate wellness tools.

Nice To Haves

• Master’s degree.
• Training Administrators for Graduate Medical Education (TAGME) Certification.

Responsibilities

• Administer the residency/fellowship program in accordance with ACGME accreditation requirements and applicable institutional, departmental, and program policies.
• Oversee daily program operations, workflow, administrative paperwork, records, and filing systems.
• Provide administrative support to the Program Director and serve as an educational liaison among attending physicians, residents, fellows, and institutional and regulatory offices.
• Represent and coordinate the program with faculty, specialty departments, outside institutions, the GME Office, and the Medical Staff Office.
• Oversee projects that support residency/fellowship goals and objectives.
• Direct annual revisions of the program handbook and website.
• Assist with creating and implementing policies and procedures.
• Lead accreditation and reaccreditation activities under the direction of GME leadership and the Program Director; participate in the Clinical Competency Committee and Program Evaluation Committee; maintain evaluations and annual program reviews.
• Maintain program accreditation and compliance, keep current with ACGME requirements, ensure documentation meets Milestone requirements, and manage annual reviews and site-visit preparations.
• Develop and update recruitment information and serve as a liaison to prospective candidates; oversee applicant feedback and implement the program recruitment plan, timeline, and guidelines.
• Manage applicant screening and interview selection; organize interview days; participate in interviews; prepare and submit rank lists to the NRMP; oversee ERAS applications and prepare applicant-ranking and faculty interview materials.
• Assist with resident/fellow counseling on elective planning, remediation, and disciplinary matters; maintain confidential files; oversee departmental human-resource functions such as leave, travel, and personnel questions.
• Prepare and manage the program budget and administrative systems supporting IME and DME distribution; identify improvements to efficiency, cost, and service quality.
• Inform incoming residents/fellows about required institutional and state licensing documentation and maintain compliance records; assist in developing rotation, elective, and vacation schedules.
• Assist with block and assignment schedules to support duty-hour compliance and develop policies and procedures in response to revised requirements.
• Oversee compliance with accreditation, program, departmental, and institutional policies; manage reports to governing bodies and professional organizations and post-graduate training verifications.
• Verify statistics reported to FREIDA, AMA, and NRMP.
• Schedule annual in-service/in-training examinations.
• Ensure residents/fellows meet licensing and institutional documentation requirements and that licensing and credentialing processes for foreign medical applicants are followed.
• Assist with faculty development and ensure faculty credentials are current.
• Allocate and manage housing for residents/fellows on offsite rotations.
• Prepare and manage contracts for faculty, residents/fellows, outside affiliations, program letters of agreement, and vendors.
• Assist with new resident/fellow orientation, including training and access to institutional systems, and oversee general departmental, clinical-area, and institutional orientation.
• Oversee and assist with resident/fellow events and activities, including graduation and retreats.
• Demonstrate compliance with the Code of Conduct and compliance policies, resolve compliance questions or concerns, and report suspected violations.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager