GME Program Administrator

Job Details

Under the general supervision of the Manager Medical Education, and in conjunction with the Program Director and the DIO, the Internal Medicine Program Administrator is primarily responsible for coordinating the administrative activities to promote efficient and effective services of the Jefferson Health New Jersey (JNJ) Internal Medicine Residency Program. Responsible for ensuring compliance with regulatory organizations for graduate medical education. Coordinates special projects and effectively communicates between internal departments and external agencies.

Job Description

• Possesses a thorough understanding of latest Accreditation Council for Graduate Medical Education (ACGME) policies and procedures, including familiarity with the Common Program Requirements, as well as Internal Medicine Specialty-Specific requirements and Institutional Requirements.
• Interprets and applies ACGME requirements, Jefferson New Jersey (JNJ) GME policies and procedures, and other Jefferson Health policies, and assists with the development and implementation of GME policies and procedures to support compliance.
• Collaborates with residents/fellows, program directors, program coordinators, hospital administration and teaching faculty to meet or exceed accreditation standards on both program and institutional levels.  
• Manage and maintain all affiliation and program letter of agreements for the Internal Medicine Residency Program.
• Manages residency recruitment activities of the Internal Medicine program, including:
  • Manages applications through the Electronic Residency Application Service (ERAS)
  • Assists program director(s) in screening and selection of candidates for interview
  • Schedules candidate interviews with faculty, meeting with residents and tour of facilities
  • Manage electronic and phone communication regarding application and interview status as well as general residency program questions from applicants
  • Assists the program director(s) in submitting the rank order list to the National Residency Matching Program (NRMP)
• Program Letters of Agreement (PLAs).
  • Manages ACGME required PLAs between the Internal Medicine program and participating sites
  • Reviews and ensures all PLAs meet ACGME requirements and institutional policies and procedures.
• ACGME documentation and Annual Data System (ADS), milestones, surveys and Annual Program Evaluations (APEs).
  • Oversees ACGME ADS system for the Internal Medicine Residency Program and resident submissions and updates pursuant to ACGME requirements.
• Supports institutional and program initiatives related to resident well-being, patient safety, quality improvement, diversity, the learning environment, faculty development, housestaff supervision, work hours, professionalism and other relevant topics.
• Maintain knowledge of current medical licensure requirements, immigration policies, ACGME accreditation and institutional requirements
• Understand the curriculum, educational goals, and policies of the residency program
• Enter, maintain and update resident rotation schedules in New Innovations in a timely manner, and in compliance with CMS for GME reimbursement
• Oversees the maintenance of each residents professional portfolio to support the transcript requirements for advancement to the next PGY level and sit for specialty boards
• Provides guidance to residents on program and GME policies, and non-clinical aspects of the program
• Serve as a liaison with other departments and affiliated institutions where residents rotate
• Complete verification of post-graduate training for former residents in a timely manner
• Assists the Program Director and DIO and with the preparation of program site surveys from the ACGME
• Coordinates and proctors the annual specialty in-service examination
• Maintains residents’ scholarly activity data for GME office and ACGME annual update
• Communicates directly with specialty board, and other organizations
• Manages the evaluation process of the residents by distributing, tracking and filing rotation evaluations in New Innovations
• Monitors resident duty hours, runs monthly duty hour violation report in New Innovations
• Coordinates semi-annual resident reviews with program director
• On-boards new residents to the program, including program specific orientation
• Coordinates the graduation and completion of training for residents, including graduation ceremony, exit survey, gathering of all data forms, final evaluations, phone, ID badge, etc.
• Attends monthly GME Administrator meetings
• Completes program alumni graduate verification requests that are required for hospital and licensure privileges and approvals
• Manage annual traini