Residency Program Administrator Residency Support Full Time

Pine Rest Christian Mental Health Services • Grand Rapids, MI

1d

About The Position

The GME Residency Program Administrator supports Pine Rest’s residency and/or fellowship programs by organizing, coordinating, implementing, and administering their scheduling, education, evaluation, and ongoing processes. Working with intermittent supervision and in conjunction with Program Directors, Associate Program Directors, and the GME Manager, the administrator communicates with candidates, maintains program data systems and records, monitors accreditation standards, and supports department communications and daily operations. The role also compiles statistical reports and analyzes program activity. Specific duties and areas of responsibility are defined by the department manager or director.

The position provides administrative and operational support across recruitment, resident and fellow services, program documentation, meetings, schedules, evaluations, and accreditation-related activities. It requires customer service, confidentiality, and collaboration with residents, fellows, faculty, physicians, institutions, and internal and external customers. The role is intended to help Pine Rest create and manage high-quality residency and fellowship programs.

Requirements

• Associate degree; proficiency is normally attained through completion of an associate degree.
• One to two years or more of experience in a related field.
• Basic graduate medical education knowledge.

Responsibilities

• Create a customer-friendly environment and maintain constructive relationships with internal and external customers.
• Administer program policies and procedures and interact with others on accreditation-related tasks.
• Monitor program or process impact, recommend changes, and implement approved changes.
• Develop and maintain records systems, including data collection, analysis, and activity tracking.
• Create, distribute, and track evaluations in Residency Management Suite.
• Coordinate resident and fellow didactic schedules and track attendance.
• Coordinate resident and fellow orientation and assist with program questions.
• Serve as a liaison between Program Directors, Associate Program Directors, and residents and fellows.
• Approve and track time off, including vacation, conference time, and leaves of absence.
• Enter and update rotation schedules in Residency Management Suite.
• Track professional development accounts and prepare reimbursement reports.
• Communicate resident and fellow policies and procedures.
• Monitor resident and fellow licensure and required certifications.
• Prepare and submit paperwork for resident and fellow rotations.
• Monitor the program website and submit updates.
• Schedule administrative meetings, prepare agendas, and take minutes.
• Manage all aspects of recruitment and communicate application requirements and procedures to candidates.
• Coordinate and produce documentation and reports for site reviewers.
• Establish and maintain resident, fellow, faculty, and program files.
• Provide administrative support for peer review and due process meetings and document related processes.
• Participate in sensitive and confidential meetings and maintain the confidentiality of activities.
• Assist Program Directors in recruiting physician mentors, establishing and maintaining schedules, and liaising among institutions, physicians, and residents and fellows on curriculum management.
• Work with residents, fellows, and intradepartmental staff to identify and resolve routine to complex problems.
• Assist residents and fellows in resolving conflict constructively.
• Provide administrative support to Program Directors and Associate Program Directors, including preparing correspondence, documents, and reports; answering phones; sorting mail; and scheduling appointments.

Benefits

• Medical, dental, vision, and life insurance plans.
• 403(b) retirement match contribution by Pine Rest.
• Generous paid time off for full-time and part-time employees.
• Tuition assistance and loan forgiveness.
• Employee Assistance Program with free and discounted services, including therapy, legal, accounting, and gym membership services.
• Tuition discounts for employees and family members through a partnership with Davenport University.

What This Job Offers

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