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 assists, tracks, and organizes administrative activities for residency and/or fellowship programs in conjunction with Program Directors, Associate Program Directors, and the GME Manager. With intermittent supervision, the administrator organizes, coordinates, implements, and administers scheduling, education, evaluation, and ongoing program processes. The role communicates with residency and fellowship candidates, maintains program data systems, monitors accreditation standards, supports department communications and daily operations, maintains records, compiles statistical reports, and analyzes program activity. Specific duties and areas of responsibility are defined by the department manager or director. The administrator is expected to provide excellent customer service and help foster belonging and empowerment in a diverse workplace.

The position coordinates resident and fellow schedules, orientation, evaluations, attendance, time off, professional development accounts, reimbursements, rotations, and required licensure and certifications. It supports recruitment, accreditation and site-review documentation, program meetings, files, curriculum coordination, and confidential program processes. The administrator also provides administrative support to program leadership and works with residents, fellows, faculty, physicians, and other staff to address program questions and resolve routine to complex issues.

Requirements

• 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 tasks related to maintaining accreditation.
• Evaluate and monitor program or process impact, and recommend and implement changes.
• Develop and maintain current record-keeping systems, including data collection, analysis, and activity tracking.
• Create, distribute, and track completion of 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, residents, and fellows.
• Approve and track resident and fellow time off, including vacation, conference time, and leaves of absence.
• Enter rotation schedules in Residency Management Suite and update them as needed.
• Track professional development accounts and prepare reimbursement reports for residents and fellows.
• Communicate resident and fellow policies and procedures.
• Monitor resident and fellow licensure and other required certifications.
• Prepare and submit paperwork for resident and fellow rotations.
• Monitor the program website and submit updates as needed.
• Schedule administrative meetings, including PEC and CCC meetings; prepare agendas and take minutes.
• Manage all aspects of recruitment and communicate program application requirements and procedures to candidates.
• Coordinate and produce documentation and reports requested by site reviewers.
• Establish and maintain resident, fellow, faculty, and program files.
• Provide administrative support for peer review and due process meetings, including implementing and documenting related processes.
• Participate in sensitive and confidential meetings concerning faculty, residents, fellows, and program issues, and maintain confidentiality.
• Assist Program Directors in recruiting physician mentors, establishing and maintaining schedules, and liaising among institutions, physicians, and residents or fellows on curriculum management.
• Work independently with residents, fellows, and intradepartmental staff to identify and resolve routine to complex problems, and help resolve 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
• Education Level: Associate degree