Program Administrator-Graduate Medical Education-Internal Medicine

JOB SUMMARY:

The Residency Program Administrator is responsible for the day-to-day coordination of the MAHEC Residency and Fellowship Programs. The Program Administrator provides knowledge and expertise to support the Program Director in the management of all resident educational and professional experiences and to ensure program accreditation and sustainability.

SPECIFIC RESPONSIBILITIES:

Residency and Fellowship Responsibilities:

• Responsible for understanding and enforcing the Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, and program requirements.
• Advises Program Director of requirement interpretation and provides input on policy development and program administration when appropriate.
• Tracks, reports, and ensures compliance with procedures regarding licensing with the North Carolina Medical Board and Drug Enforcement Administration.  
• Maintains proficiency in and use of residency management software, New Innovations, MyTipReport, Med Scheduler, and Smartsheet.
• Demonstrates high level of confidentiality and discretion required to manage variety of medical, fiscal and personal information.
• Supports the Residency Program Director in the management of residents experiencing difficulties including personal, educational, professional/behavioral and remedial issues. Assists in due processes for residents’ probation and termination in a confidential manner.
• Manages the resident evaluation process for the program via New Innovations and MyTipReport. Maintains compliance threshold with evaluations. Inputs evaluation data for community faculty. Pulls reports for clinic-only evaluations and collects additional feedback for those who are not at the compliance threshold.
• Works with faculty on developing didactics curriculum for the academic year based on ACGME requirements and residents’ needs. Maintains evaluations and surveys to assess residents’ educational needs. Tracks and schedules didactics lectures, communicating with faculty, residents and fellows to ensure attendance/compliance.
• Annually updates and distributes division program manuals for residents, advises residents on MAHEC policies and procedures, with specific focus on program policies.
• Organizes and schedules critical departmental planning committee meetings including: (PEC) Program Evaluation Committee, (CCC) Clinical Competency Committee, Scheduling Improvement/CQI workgroups, (APE) Annual Program Evaluation, Resident/Faculty Meetings, Advisor meetings and Resident Committees.
• Coordinates semi-annual clinical Competency Committee reviews by preparing materials, facilitating meetings, and submitting milestone data to the ACGME at a minimum of twice a year (bi-annually).
• Coordinates annual meetings with program faculty and Program Director.
• Completes daily clerical tasks, i.e. scanning, faxing and sending out meeting reminders.
• Manages room reservations for all program meetings, vehicle reservations and program activities using Event Management system (EMS).
• Collaborates with multiple GME Program Coordinator/Administrators and faculty schedulers to scheduling TY/Addiction residents for required rotations, courses and exams.
• Participates in the preparation of the department, faculty, and residents for site visit.
• Maintains up-to-date contact information for all outside attending faculty, lecturers, and residents and account information in New Innovations.
• Manages weekly didactics conferences in conjunction with the Program Evaluation Committee. Plans, develops, and maintains Wednesday conference schedule of resident, faculty, and community faculty speakers and presentations in New Innovations. Supports faculty and guest presenters and residents with their presentations.
• Organize and plans process of Program Evaluation Committee meetings by creating agenda, taking meeting minutes, and follow up with didactic/program issues
• Arrange ACLS, BLS, PALS training courses and follow-up review sessions for all residents.
• Organizes Procedure rodeos, Mock Codes, and Simulation lab activities.
• Manages and confirms procedure loggers ensuring ACGME compliance.
• Adds lecture dates/times onto resident and faculty schedules in New Innovations, Outlook and Medscheduler. Work with Faculty Scheduler and Business office specialist/scheduling department to block patient care.
• Tracks and verifies residents’ clinical procedures ensuring ACGME compliance.
• Works with faculty on developing curriculum and maintaining surveys to assess resident needs.
• Schedules meetings with faculty and residents including; coding reviews, advisor meetings, behavioral medicine advisor meetings, exit interviews, Program Director meetings, and