Residency Program Administrator, Rural Track Program- Boone, North Carolina

Mahec • Asheville, NC

1d • Hybrid

About The Position

The Residency Program Administrator is responsible for the day-to-day coordination of the MAHEC Residency and Fellowship Programs. The Program Administrator provides knowledge and expertise to support the Program Director in the management of all resident educational and professional experiences and to ensure program accreditation and sustainability. This position is located in Boone & Linville, North Carolina and requires regular attendance in the office in these locations, with the availability to travel to Asheville for team meetings and trainings. This position supports the Linville Psychiatry, General Surgery Rural Track and Family Medicine Programs in Boone & Linville, North Carolina.

Requirements

• Proficient in MS Word, MS Excel, and MS PowerPoint.
• Any combination of training and experience equivalent to a bachelor’s degree in office administration, business, healthcare management, education, or other related degree and three years of work experience in a residency program, academic setting, graduate medical education, or health care organization.
• Effective and respectful communication with colleagues, patients, and patients' families.
• Ability to make appropriate decisions and take timely steps for completion, including conflict resolution and critical thinking.
• Ability to prioritize workday effectively.
• Drive to stay updated on breakthroughs in area of expertise and communicate them to the team.
• Keep up with licensure and yearly training requirements.
• Ability to apply knowledge in real-life scenarios.
• Ability to meet difficult situations with grace, professionalism, and understanding.
• Show respect and empathy towards colleagues, patients, and their families.
• Effective listening, authenticity, responsibility, dependability, and patience.
• Adherence to MAHEC’s founding principles, including integrity, accountability, reverence for cultures, equitable practices, ability to manage change, and understanding of organizational dynamics.
• Analytical mind and ability to work autonomously to solve complex problems.
• Ability to think logically and come to an appropriate resolution for issues.
• Ability to prepare documents and correspondence in support of programs.
• Ability to effectively present information in one-on-one and group situations.

Nice To Haves

• Knowledge or experience with ACGME, ABFM, and other accrediting and regulatory bodies that affect resident education and training.
• Familiarity with medical anatomy and terminology.

Responsibilities

• Ensure adherence to ACGME Institutional, Core, and Program Requirements, interpreting and implementing policies to maintain accreditation status.
• Monitor and report on licensure requirements with the North Carolina Medical Board and DEA, ensuring timely renewals and compliance.
• Maintain proficiency in residency management software such as New Innovations, MyTipReport, Med Scheduler, and Smartsheet, ensuring accurate data entry and reporting.
• Assist Program Directors in managing residents experiencing personal, educational, or professional challenges, including probation and termination processes, with confidentiality and professionalism.
• Oversee the resident evaluation process, ensuring compliance with ACGME requirements and maintaining high standards of feedback and assessment.
• Collaborate with faculty to develop and update didactic curricula, aligning with ACGME competencies and resident needs.
• Annually update and distribute program manuals, advising residents on policies and procedures.
• Organize and schedule critical departmental planning committee meetings, including PEC, CCC, Scheduling Improvement/CQI workgroups, APE, Resident/Faculty Meetings, Advisor meetings, and Resident Committees.
• Coordinate semi-annual Clinical Competency Committee reviews, preparing materials, facilitating meetings, and submitting milestone data to the ACGME.
• Manage daily clerical tasks, including scanning, faxing, and sending out meeting reminders.
• Manage room reservations for all program meetings, vehicle reservations, and program activities using Event Management System (EMS).
• Collaborate with multiple GME Program Coordinators/Administrators and faculty schedulers to schedule TY/Addiction residents for required rotations, courses, and exams.
• Participate in the preparation of the department, faculty, and residents for ACGME site visits, ensuring all documentation is current and accessible.
• Maintain up-to-date contact information for all outside attending faculty, lecturers, and residents, ensuring accuracy in residency management systems.
• Manage weekly didactics conferences in conjunction with the Program Evaluation Committee, planning, developing, and maintaining the conference schedule.
• Organize and plan simulation-based training sessions, including Procedure Rodeos, Mock Codes, and Simulation Lab activities.
• Arrange ACLS, BLS, PALS training courses and follow-up review sessions for all residents.
• Manage and track GME Program Educational Funds, Faculty Timesheets, Graduation Costs, Orientation Costs, and other programmatic funding as needed.
• Act as a purchasing agent utilizing Workday’s procurement process to purchase materials for the GME department and support other GME programs as directed.
• Process reimbursement requests, pay bills associated with the program’s activities, and maintain /tracks residents’ CME Funds.
• Ensure the Residency Program has established recruitment policies and procedures.
• Organize and administer activities related to the recruitment season, including assessing ERAS online applications, planning interview schedules, and coordinating logistics.
• Manage the onboarding process for new residents and fellows, ensuring all documentation is completed and compliance requirements are met.
• Develop, coordinate, and maintain complex schedules for residents’ rotations, ensuring alignment with educational goals and compliance with duty hour regulations.
• Maintain and manage the accuracy of scheduling, rotations, and curriculum in residency management systems.
• Process leave requests (vacation, floater holidays, and sick leave), ensuring proper communication and coverage in the absence of a resident.

Benefits

• Full benefits available
• Flu vaccine or approved exemption required
• Potential for Public Service Loan Forgiveness (PSLF) after 10 years of qualifying payments

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree