Senior Medical Education Program Specialist GME Advocate Lutheran General FT Day

To direct and oversee, in collaboration with the Program Director, all administrative activities associated with the residency program, ensuring that the training, development, and work related needs of the residents are met in a manner that contributes to the achievement of the defined program objectives.

Major Responsibilities:
Administrative coordination of residency training program
1)With the Program Director, plans and anticipates the annual residency timeline.

2)Works on policies and protocols in conjunction with the Program Director.

3)Establishes priorities and sets deadlines for the efficient coordination of the education activities.

4)Oversees and ensures coordination of scheduling for rotations, conferences, lectures, performance evaluations and all program required activities.

5)Compiles data, analyzes, summarizes and creates reports as required.

6)Responsible for the coordination of the residency program’s education committees including meeting minutes taking.

7)Reviews and approves resident requests for time off.

8)Participates in educational activities and professional development, as available.

Monitoring and compliance of residency training program with certifying, regulatory agencies, and system/hospital guidelines and policies
1)Disseminates specialty board information relative to policies and documentation required for certification; tracks and ensures compliance with procedural documentation requirements.

2)Tracks and monitors resident duty hours and addresses non-compliance issues with the program director.

3)Coordinates the program’s site visit and follows up on pending issues, i.e., progress reports. Works in collaboration with the program director, residents and faculty in preparation for the ACGME self-study.

4)Maintains a working knowledge of ACGME Institutional, Common and RRC program specific training requirements.

5)Notifies resident/fellows of guidelines, changes and regulations; clarifies resident policies as needed.

6)Alerts the program director of any resident potential counseling need resulting in a poor performance evaluation and oversees documentation of remediation or other plans of actions.

7)Coordinates trainee, faculty, conference and program evaluation processes and produces appropriate reports/data to be used in individual and program reviews that demonstrate program improvement.

8)Ensures residents are up to date with required certifications, TB, completion of medical records, evaluations and other program requirements.

Resident Recruitment
1)Partners with the program director to establish recruitment policies, guidelines and strategy.

2)Updates and maintains residency program’s website including recruitment materials.

3)Manages the application screening process for eligible applicants via the Electronic Residency Application System (ERAS) applying various filters as per program guidelines.

4)Oversees applicant interview scheduling and the interview process.

5)Coordinates recruitment meetings and pre-rankings of applicants for final match consideration and submits the final Rank Order List to the National Resident Matching Program (NRMP) via the internet.

6)Oversees new resident hiring process.

7)Coordinates resident orientation and graduation.

Finance and Data Management
4)Utilizing the residency management application system — ensures timely submission and upkeep of resident data for the institution’s Medicare reimbursement, proactively implements new features/modules of the system that enhances the management of the residency program including, but not limited to resident performance/evaluation, procedure tracking, duty hour tracking, electronic portfolio, maintaining and alumni database.

1)Annually assists the Manager in preparation of budget for review and approval by program director and director of medical education.

2)Manages and regularly monitors the residency cost center and processes expenses according to policies.

3)Develops and oversees all program affiliation agreements, both hospital and non-hospital settings.

5)Oversees/coordinates the timely completion of ACGME Web ADS information annually, GME Track, and others as necessary.

Education/Experience Required:
High School Diploma and 5 years experience OR Associates degree and 3 years experience in medical education program management or related area.

Knowledge, Skills & Abilities Required:
• Strong interpersonal communication skills (verbal and written). • Strong computer skills including Microsoft Office Suite. • Strong organizational skills, ability to multitask, set priorities and attention to detail. • Ability to maintain confidentiality . • Ability to work independently and as a member of a team. confidentiality . • Strong critical thinking skills and is self directed. confidentiality . • Strong work ethic.
N/A

Physical Requirements and Working Conditions:
•Must be able to work independently. • Demonstrates tact and good judgment. • Mature, motivated, decisive and flexible. • Demonstrates exceptional ability to establish and maintain effective professional relationships. • Able to function in a high volume, multi-task environment. • Able to work in a fast-paced environment. • Proficiency in customer relations and dealing with internal and external customers.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.