Residency Program Specialist II

Overview

The Department of OB/GYN at Macon & Joan Brock Virginia Health Sciences at Old Dominion University is seeking a Residency Program Specialist II to join the team.

 

The Residency Program Specialist II position is responsible for coordinating and managing the day-to-day administrative operations of the residency training program. This role supports the Program Director, faculty, and residents while ensuring compliance with accreditation standards set by the Accreditation Council for Graduate Medical Education and institutional policies.

 

The Residency Program Specialist serves as the primary administrative contact for residents, faculty, institutional GME offices, and external organizations.

Responsibilities

Appointments and Credentialing

• Manage appointment process for incoming trainee in coordination with appointment and credentialing processes in the Office of Graduate Medical Education
• Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training)
• In conjunction with the Office of Graduate Medical Education, ensure compliance with all incoming resident orientation requirements, registration, and licensure processes
• In conjunction with the Office of Graduate Medical Education and EVMS Human Resources, field questions regarding visas
• Assist the PD in completion of the EVMS Verification Forms, final evaluation letters and ensure those documents are forwarded to the Office of Graduate Medical Education
• Manage trainee exit process following the Office of Graduate Medical Education processes
• In conjunction with the Office of Graduate Medical Education, submit data for completion of training and other certificates

Data Base Management - Internal

• Manage all aspects of New Innovations Residency Suite to include scheduling, duty hours, procedure logs, etc.
• Manage the ACGME ADS to include annual updates of program enhancement or corrective actions related to ACGME identified concerns or citations
• Be aware of and oversee data collection for required ACGME accreditation reports including the updating of faculty curriculum vitae on an annual basis
• Oversee completion of requirements for the Well-Being Index

Data Base Management – External

• Manage specialty required procedure logger
• Manage specialty required data bases
• Manage GME Track, National Residency Matching Program (NRMP), and other external data bases
• Be aware of and manage any data collection and reporting for certifying examinations

Educational and Curriculum Development

• Actively participate in development of competency-based goals/objectives
• Schedule and coordinate of teaching conferences
• Distribution of schedules for didactic and clinical conferences
• Staff and actively participate in the Program Education Committee meetings
• Staff and actively participate in the Annual Program Evaluation Committee meetings
• Staff and actively participate in the Program Self-Study process
• Develop curriculum documents

Evaluation

• Assist PD in the development of program evaluations measuring trainee and faculty performance, content of educational assignments, and the program overall
• Administer the evaluation process through New Innovations Residency Suites
• Ensure evaluations are competency based and are returned within a defined time period from the end of the educational assignment or other designated due date
• Identify and execute methodologies to ensure timely return of evaluations from off service supervisors and from individuals providing 360-degree evaluations
• Coordinate feedback to faculty
• Ensure completion of annual program evaluations by the trainees
• Staff and actively participate in the Clinical Competency Committee meetings
• Summarize and provide trainee evaluation summaries to the Clinical Competency Committee
• Enter Clinical Competency Committee milestone evaluation results into ACGME Accreditation System
• Summarize and provide program evaluation summaries to the Program Education Committee
• Coordinate trainee semi-annual reviews
• Assist the PD in the APE process

Faculty Affairs and Development

• In collaboration with the PD and in compliance with the ACGME or other accrediting body requirements, oversee the planning and implementation of required faculty development activities, including development of tools to educate faculty on the ACGME core competencies, and ensuring faculty include the competencies in teaching sessions
• Train faculty on program’s evaluation methods and system to help ensure consistency and fairness across evaluators