Medical Education Program Specialist – Advocate Children's Hospital Park Ridge FT Day

Major Responsibilities:
Administrative coordination of fellowship/residency training program.
1)With the Program Director, develops the annual work plan and anticipates project planning for the accreditation cycle.

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

3)Establishes priorities and sets deadlines.

4)Oversees and ensures coordination of scheduling for rotations, conferences, lectures, implementation of competencies, performance evaluations and all program required activities including ACLS, standardized patients, etc.

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

6)Identifies long-range planning needs of the program.

7)Supports the fellowship and residency program’s education committee, as requested

Monitoring and compliance of training program with certifying and regulatory agencies, and system/hospital guidelines and policies
1)Maintains a working knowledge of ACGME Institutional, Common and RRC program specific training requirements.

2)Initiates changes needed as a result of change in requirements to remain in compliance. Assists the Program Director with preparation of ACGME NAS (New Accreditation System) requirements including data outcomes reporting per RRC requirements.

3)Coordinates the program’s accreditation site visit and follows up on pending issues, i.e., progress reports.

4)Coordinates the Annual Program Review (APE) and participates in other fellowship and residency training Internal Reviews, as determined by the GMEC.

5)Disseminates specialty board information relative to policies and documentation required for certification; tracks and ensures compliance with procedural documentation requirements.

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

7)Maintains statistics for all regulatory and accreditation bodies; DNV, ACGME, etc…as required.

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

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

10)Prepares reports and submits other requested information to the Medical Education Office and/or Manager of Medical Education as needed.

Finance and Data Management
1)Annually assists the Program Director in preparation of budget for review and approval by Program director and Manager of medical education.

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

3)Develops and oversees all program affiliation agreements, both hospital and non-hospital settings, including financial/disbursements arrangements.

4)Utilizing the Medhub Residency information system — ensures timely submission and upkeep of fellows and resident data that affects the institution’s Medicare reimbursement, proactively implements new features/modules of the system that enhances the management of the program including, but not limited to fellow performance/evaluation, procedure tracking, duty hour tracking, electronic portfolio, maintaining and graduate data.

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

6)Gathers and maintains relevant Program performance and outcome statistics.

7)Login to Crystal Reports system monthly to review cleared expenses and ensure appropriate subaccount and cost center was used.

8)Track expenses utilizing excel or word, updated monthly and provided to the Manager of Medical Education.

Fellowship and Resident Recruitment
1)Partners with fellowship and residency Program Director to establish recruitment policies, guidelines and strategy.

2)Updates and maintains 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 assists the Program Director as needed to prepare pre-rankings of applicants for final match consideration to the National Resident Matching Program (NRMP).

6)Oversees/coordinates all pre-match contract offers, contract requests, and HR/licensing processing post-match.

7)Coordinates fellowship/residency orientation, including updating of fellow and resident handbook.

8)Annually reviews and updates Program information in FREIDA database.

Program Oversight Responsibilities
1)Plans and organizes all special events for the fellowship/residency including graduation.

2)Assists with due process for fellow and resident termination when needed.

3)Develops and maintains faculty and fellow/resident files including evaluation.

4)Communicates fellowship and job opportunities to residents.

5)Seeks and participates in professional development activities.

6)Develops and maintains Alumni database.

7)Evaluates fellowship and resident morale and responds to concerns.

8)Mandated 1:1 monthly meetings with Manager of Medical Education.

9)Other duties, projects as assigned.

Education/Experience Required:
Associates Degree and/or 3+ years of related experience. Medical Education experience preferred.

Knowledge, Skills & Abilities Required:
• Strong interpersonal communication skills (verbal and written). • Strong computer skills including Word, Excel, literature and database searching. • 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.
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 stressful environment. • Proficiency in customer relations and dealing with internal and external customers.
15-20 pounds

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.