Program Specialist II

Eastern Virginia Medical School•Norfolk, VA

3h•Onsite

About The Position

The Department of Graduate Medical Education at Macon & Joan Brock Virginia Health Sciences at Old Dominion University is seeking an outstanding Program Specialist II to join the team. The GME Residency Program Specialist II position has three levels with varying educational requirements and position responsibilities. The major responsibilities are defined at the discretion of the Program Director (PD). Promotion through the GME Program Specialist II levels require successive education, scholarly activity and responsibility within the program.

Requirements

Experience in administration and/or office management.
Should have excellent organizational skills, an ability to multi-task, and prioritize competing priorities, work independently, and meet important deadlines.
Certification through the Training Administrators of Graduate Medical Education (TAGME) must be obtained within the first three years of employment.

Nice To Haves

Experience in an academic health care setting is desirable.
Background in GME is preferred
Bachelor's Degree is preferred

Responsibilities

Manage appointment process for incoming trainees in coordination with appointment and credentialing processes with the Graduate Medical Education office.
Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training).
In conjunction with the Graduate Medical Education office, ensure compliance with all incoming resident/fellow orientation requirements, registration, and licensure processes.
In conjunction with the Graduate Medical Education office and EVMS at ODU Human Resources, field questions regarding visas.
Manage all aspects of New Innovations Residency Suite including scheduling, duty hours, procedure logs, etc.
Manage the ACGME ADS to include annual updates of program enhancement or corrective actions related to ACGME identified concerns or citations.
Be aware of and oversee data collection for required ACGME accreditation reports including the updating of faculty curriculum vitae on an annual basis.
Oversee completion of requirements for the Well-Being Index.
Manage specialty required procedure logger.
Manage specialty required databases.
Manage GME Track, National Residency Matching Program (NRMP), and other external databases.
Be aware of and manage any data collection and reporting for certifying examinations.
Develop working knowledge of the ACGME policies, procedures, including the ACGME Common Program Requirements as well as Specialty-Specific requirements, or other accrediting body requirements.
Assist in the development of program policies to meet accreditation requirements.
Maintain all essential documents to substantiate compliance with requirements.
Ensure intern/resident/fellow compliance with New Innovations Residency Suite Duty Hour reporting.
Assist the PD with the Annual Program Evaluation (APE) and update the document as responses to concerns are conducted.
Report activities taken to address accreditation citations or concerns in the ACGME ADS Survey into ADS. This should be done on a regularly scheduled basis.
Manage and coordinate any ACGME site visits.
Ensure all necessary accreditation materials are uploaded to ADS.
At least every 5 years as a major program change occurs, prepare and update Program Letters of Agreement with all participating sites.
Ensure annual meetings (phone or in person) occur between the PD and the educational site director at each participating institution.
Assist PD in the development of program evaluations measuring trainee and faculty performance, content of educational assignments, and the program overall.
Administer the evaluation process through New Innovations Residency Suites.
Ensure evaluations are competency based and are returned within a defined time period from the end of the educational assignment or other designated due date.
Identify and execute methodologies to ensure timely return of evaluations from off service supervisors and from individuals providing 360-degree evaluations.
Coordinate feedback to faculty.
Ensure completion of annual program evaluations by the trainees.
Staff and actively participate in the Clinical Competency Committee meetings.
Summarize and provide trainee evaluation summaries to the Clinical Competency Committee.
Enter Clinical Competency Committee milestone evaluation results into ACGME Accreditation System.
Summarize and provide program evaluation summaries to the Program Education Committee.
Coordinate trainee semi-annual reviews.
Assist the PD in the APE process.
Verify and complete GME FTE survey for annual budget and obtain PD signature.
Route annual trainee contracts to PD, Chair, and continuing trainees for signature and submit to GME.
Update new trainee information in New Innovations.
Maintain copy of license verification in trainee file and New Innovations.
Maintain copy of NPI number and DEA Number in trainee file and New Innovations.
Coordinate and monitor the program specific in-training exam schedule.
In collaboration with the PD, establish policies and procedures for recruitment.
Update and manage program information in the Electronic Residency Application Service (ERAS), and NRMP or other specialty match.
Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines.
Submit NRMP Rank Orders Lists.
ERAS – set-up, download applications, attend annual training webinars
AAMC GME Track/FREIDA Updates (if applicable)
Manage annual House Staff recruiting activities
Scheduling of candidates (Thalamus)
Daily preparation and set up
Document preparation
Follow up communication during interview season
Maintain interview feedback data in timely manner
Oversee the development and maintenance of online and hardcopy recruitment materials.
Plan, organize and schedule program-specific entering trainee orientation.
Ensure entering trainees complete the EVMS GME On-Line Orientation and all related employment tasks.
Ensure new trainees attend the GME On-Site Orientation and related simulation activities (e.g., Transitions of Care).
Enter incoming trainee files into New Innovations
Plan, Coordinate, Order, Obtain equipment as applicable for new trainees, such as
Pagers, Keys, Lab Coats, Space/Seating Requirements
Departmental badge access.
Program specific computer access.
Train new residents/fellows/faculty on the use of New Innovations for duty hour reporting and evaluation completion.
Coordinate the planning and preparation of the annual graduation event under the supervision of PD.
Monitor compliance of GME and EVMS/ODU Exit Survey completion
Submit Certificates of Completion Request to GME Office for all graduates and/or interns.
Help ensure appropriate board eligibility or certification for specialty or subspecialty.
Coordinate the gathering of all data forms, final evaluations, procedure logs, pagers, badges and final program letter of completion for graduating residents/fellows training files and completion of clearance and exit forms.
Schedule and coordinate teaching conferences.
Distribution of schedules for didactic and clinical conferences.
Schedule and coordinate for Sentara EPIC training for incoming interns, new residents and incoming fellows.
With the PD and GME DIO/Associate DIO, coordinate and schedule faculty and trainees for remediation and probation meetings.
In collaboration with the PD and in compliance with the ACGME or other accrediting body requirements, oversee the planning and implementation of required faculty development activities, including development of tools to educate faculty on the ACGME core competencies, and ensuring faculty include the competencies in teaching sessions.
Train faculty on program’s evaluation methods and system to help ensure consistency and fairness across evaluators.
Track and document faculty attendance at professional development activities.
Ensure program faculty have required credentials and that the CVs are logged into the ACGME ADS.
Annually, update faculty CVs and revise information in the ACGME ADS.
Maintain educational files for all current trainees and for alumni of the program.
Archive alumni trainee files in accordance with EVMS at ODU records management retention schedules.
Coordinate with the Program Director the distribution of alumni follow-up surveys and summarize the data for the PEC.
Maintain and submit to the Office of Business Management the New Innovations resident scheduling system.
Ensure the intern/resident/fellow scheduled assignments at various teaching institutions match the funding allocations.
Process reimbursements requests for supplies, travel, etc. for trainees
Track intern/resident/fellow leave (vacation, sick, educational).
Process applications for GME to approve reimbursement when ride share/taxi is used for a fatigued trainee.
With the Program Director and Business Program Manager, develop annual requests for program budget increase to be submitted to GME.
Process applications for emergency loans for trainees.
Actively participate in development of competency-based goals/objectives.
Assist with the development of curriculum documents.
Staff and actively participate in the Program Education Committee meetings.
Staff and actively participate in the Annual Program Evaluation Committee meetings.
Program Clinical Competency Committee
Program Education Committee (PEC)
Graduate Medical Education Program Administrators Council
National specialty coordinators council
Other as applicable for position responsibilities
Regularly attend the GME Program Administrators Council meetings and participate in the development of other programs by presenting best practices at the meeting.
Participate in the Virginia Residency Coordinators Statewide meeting.
Collaborate with colleagues in the Graduate Medical Education office.
Attend at least one ACGME conference within a two-year period.
Attend at least one specialty educational meeting within a two-year period.
Have or in process of attaining TAGME certification.
Must attain TAGME certification within three years in position.
Engage in educational research and submit posters/papers to local, state, national meetings.
Process moonlighting request forms and related duty hours.
As applicable, serve as supervisor for additional program staff necessary for the execution of the GME duties.
Process vacation/leave request forms and monitor use of leave categories.
Report Family Medical Leave Request to Human Resources and notify the Graduate Medical Education office.
Coordinate faculty and trainee schedules for Sentara Clinical Learning Environment Grand Rounds Series, Special Reviews, and Department/Program retreats.
With the PD, annually assign trainees to Sentara hospital committees, EVMS/SNGH Patient Safety and Quality Improvement Council, & Nominations for Sentara Quarterly Trainee recognition.
In consultation with the PD and the PEC, develops and maintains trainee schedules, including annual rotation schedules, call schedules, and clinical schedules.
Maintain current schedules and updates in New Innovations.
Communicate schedules to all participating institutions and paging operators as needed.
Approve revisions to schedules and coordinates changes with participating institutions.
Advise and counsel trainees concerning specialty board educational requirements and, in conjunction with the PD, makes adjustments to schedules to ensure compliance.
Coordinate information and activities with other services, sites, departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.
Manage off-site rotation schedules (participating institutions and away rotations).
Other Duties as Assigned by the PD or as Required by ACGME.
Process reimbursements for faculty travel, conferences, and professional dues.
Assist with new faculty recruitment coordination of on-site visits, including travel arrangements and interview itinerary.
Assist with department budgets, expense tracking, and purchasing.
Serve as administrative liaison with hospital leadership or specialty clinics.
Assist with marketing and outreach with the department engagement with the community.