Sr. Residency / Fellowship Admin

University of Rochester•City of Rochester, NY

2d•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. This role is responsible for the operational management of Fellowship program(s) in the Department of Medicine, including accreditation, compliance, recruitment, evaluation, and education activities. The position executes institutional and/or program activities with a high degree of independence, such as educational events, trainings, recruitment, orientation, graduation, and site visits. The Sr. Residency / Fellowship Admin achieves and maintains advanced knowledge of agencies, regulations, and training requirements related to training and (sub)specialty board certification, and provides consultation to and receives direction from program leadership to expand and enhance the quality of training program(s). This role functions as a liaison between trainees, faculty, administration, the Office of Graduate Medical Education (GME), external agencies, and other institutions. The position maintains discretion relative to confidential and sensitive program issues, ensures compliance with regulatory agencies, and maintains thorough documentation of individual trainee and program files. The Sr. Residency / Fellowship Admin develops and facilitates a broad range of marketing and recruitment initiatives, identifies and executes process improvements for own areas of responsibility, and participates in ongoing process improvement projects to enhance the administrative management of all training initiatives of the Department. Provides guidance and training to other staff and may oversee the work of up to two lower-level staff.

Requirements

Bachelor’s degree required
4 years of relevant experience required or equivalent combination of education and experience required
Strong organizational, interpersonal, and technical skills required.
Ability to effectively communicate and interact with people across diverse backgrounds and cultures required.
Proficiency with Microsoft Suite, virtual collaboration tools, and Adobe required.
Must be able to prioritize and handle multiple competing demands and adhere to deadlines in a fast-paced environment required.
Ability to work autonomously and make decisions independently required.
Ability to take initiative and be resourceful required.
Must have reliable/efficient transportation required.

Responsibilities

Responsible for the operational management of Fellowship program(s) in the Department of Medicine, including the accreditation, compliance, recruitment, evaluation, and education activities.
Executes institutional and/or program activities with a high degree of independence (e.g., educational events, trainings, recruitment, orientation, graduation, site visits, etc.).
Achieves and maintains advanced knowledge of agencies, regulations, and training requirements related to training and (sub)specialty board certification, and provides consultation to and receives direction from the program leadership to expand and enhance the quality of training program(s).
Functions as a liaison between trainees, faculty, administration, Office of Graduate Medical Education (GME), external agencies, and other institutions.
Maintains discretion relative to confidential and sensitive program issues.
Ensures compliance with regulatory agencies and maintains thorough documentation of individual trainee and program files.
Develops and facilitates a broad range of marketing and recruitment initiatives.
Identifies and executes process improvements for own areas of responsibility and participates in ongoing process improvement projects to enhance the administrative management of all training initiatives of the Department.
Provides guidance and training to other staff.
May oversee the work of up to two lower-level staff.
Develops, coordinates, and maintains educational curricula, including rotation goals and objectives, evaluations, and scheduling with a high degree of independence.
Routinely reviews educational activities/rotations to ensure they meet program goals/objectives and ACGME/Board requirements.
Develops, manages, delivers, and monitors an evaluation process for Fellowship Program(s).
Performs data analysis and generates summary reports that depict the strengths and opportunities for improvement for trainee and program growth.
Develops and maintains written policies, procedures, goals, and objectives for program(s).
Solicits, organizes, schedules, and publicizes all clinical and didactic conferences for program(s), utilizing appropriate system(s) for a comprehensive conference schedule.
Oversees participation, compliance, and attendance.
Produces, analyzes, and conveys results of summary reports to leadership to evaluate the quality and effectiveness of conferences.
Implements improvements to future conferences based on trends and feedback.
Obtains and maintains advanced knowledge of program management software.
Educates trainees, faculty, and peers on applicable actions and resources in relevant software.
Acts as liaison to Department education staff, program faculty, and GME Office for software updates, reporting, and troubleshooting.
Compiles, edits, and verifies trainee and program data for reports, surveys, correspondence, marketing, meetings, and other purposes.
With a high degree of independence, plans and facilitates relevant program meetings for program management.
Negotiates and facilitates program letters of agreement with outside entities, working with University departments and obtaining the necessary approvals.
In collaboration with a representative of each Division, coordinates the participation of other learners in rotations related to (sub)specialty (including but not limited to visiting residents and visiting fellows).
Maintains alumni database and reporting.
Responsible for data integrity and maintenance.
Develops, manages, and delivers alumni surveys annually for Program quality improvement.
Research best practices and create outcome assessment tools to measure the quality of the program(s).
Utilizes and/or develops tools to evaluate trainee progression through milestones and against learning objectives.
Identifies trends and implements regular program improvement.
Manages all documentation for new, returning, departing, and graduated trainees, including licenses, DEA registrations, applications, letters of recommendation, contracts, visas, and health compliance.
Manages and monitors required forms and documentation for the trainee program.
Oversees and/or coordinates program-level trainee orientation activities and monitors trainee progress with GME onboarding requirements.
Manages trainee assignments of space and supplies, facilitates repairs and necessary supplies as needed.
Acts as the key contact person for the program(s) and maintains contact with trainees.
Attends non-clinical program meetings for education, curricular review, administrative work, and others.
In partnership with department leadership, develops and monitors program(s) budget, processes financial transactions and reimbursements, as needed.
Maintains active membership and participation in the URMC GME Committee.
Maintains active membership in applicable national organizations (ACGME, (sub)specialty national organization, etc.) and attends national meetings to foster and maintain collegial relations with administrators from other institutions and up-to-date GME knowledge and skills.
Plans, organizes, and manages arrangements for program(s) special events.
Develops, edits, and publishes notices of events and announcements.
Arranges for meeting facilities, equipment, travel, accommodations, and meals for small and/or large groups.
Serves as back-up for other DOM Fellowship Administrators, as needed.
Provides guidance and training to other staff.
May oversee the work of lower-level staff.
Continually assesses program compliance with applicable requirements.
Identifies deficiencies and notifies leadership in a timely fashion.
Makes recommendations and executes necessary changes for compliance.
Manages and facilitates external and internal program reviews.
Oversees and manages compliance pertaining to HIPAA, Board, ACGME, and duty hours requirements, GME policies, (sub)specialty organizations, and others as needed.
Creates and maintains well-organized, thorough electronic files that demonstrate compliance and accurately reflect the clinical, teaching, and research achievements of trainees and program(s).
Prepares for and assists in the readiness of the program(s) applicable site visits, as well as GME internal reviews and other activities associated with program accreditation.
Oversees program recruitment, identifying and executing opportunities to streamline operations and utilize technology.
Manages the application, inquiry, and interview process for fellowship program(s).
Screens and evaluates applications according to ACGME/GME regulations and program quality indicators, and determines candidate eligibility.
Creates and distributes quantitative and qualitative reports to guide faculty in the review and ranking process.
Arranges, oversees, and manages accommodations, events, refreshments, and supplies for program recruitment efforts.
Negotiates and determines pricing and arrangements for venues, caterers, transportation, hotel, and others, ensuring that budgetary costs are reasonable, consistent, and within the approved budget.
Organizes and executes each interview day experience for qualified candidates for program(s).
Obtains and maintains advanced knowledge of the Electronic Resident Application System (ERAS).
Oversees the system for program recruitment.
Creates, analyzes, and distributes relevant reports.
Identifies trends and implements system and/or process improvements.
Stays abreast of changes to applicable recruitment technology and procedures and reports to leadership regarding the impact of those changes on the recruitment process.
Supports program leadership in the management of the National Residency Matching Program (NRMP) and rank list for fellowship program(s).
Stays abreast of changes to NRMP practices and reports to the program leadership the impact of those changes on the recruitment process.
Supports the social media needs of the fellowship program(s).
With a high degree of independence, drafts and maintains website content and monitors posts for appropriateness and required action with input from leadership and Communications.
Researches best practices, surveys trainees, and makes recommendations to increase traffic and candidate interest in the program(s).
Creates, develops, launches, and manages relevant social media presence(s) for the Fellowship program(s) for various purposes (recruitment, wellness, alumni relations, etc.).
Develops and/or imports content, manages posts, and responds to followers.
Partners with URMC Communications as needed and appropriate.
Other duties as assigned