Program Manager Graduate Medical Education

Job Summary

Partners with the physician Program Director to manage the Graduate Medical Education (GME) Program according to standards of the applicable accreditation agency and Beaumont Health GME Leadership. The Manager's leadership role is critical to the success of the program. He/she manages the day-to-day operations of the program and the personnel needs of the trainees. He/she serves as liaison between Residents, Fellows, Faculty, other staff members, and the accrediting agency. He/she spearheads the annual process of recruitment, program orientation, organizing and maintaining academic files, scheduling rotations, sending and promoting timely evaluations, summarizing duty hour reports, scheduling didactic presentations, proctoring exams, arranging for exams, arranging graduation, preparing for annual accreditation reports and periodic site visits, and communicating with alumni.

The Program Manager must demonstrate initiative, resourcefulness, and strong organizational and problem-solving skills in identifying and leveraging all available system resources to manage the training program. The Program Manager effectively interacts with national accrediting organizations, professional organizations, and other teaching hospitals locally, regionally, and nationally. Across Beaumont Health, the Program Manager develops effective collaborative working relationships with multiple entities, including the GME system and regional offices, clinical departments, and both employed and voluntary physician Faculty.

The Program Manager must be competent in organizing and independently prioritizing work, anticipating needs, establishing/improving procedures and systems, and ensuring orderly and timely workflow. The Program Manager must have excellent problem solving and logistical skills to facilitate requirements and accountability of the GME Program. The Program Manager maintains strict privacy in handling large amounts of confidential information and is able to work under minimal supervision.

The GME Program Manager partners with the Program Director in accreditation efforts, educational programming, and management of residents/fellows.

Essential Functions

• Accreditation:
  1. Partners with Program Director to obtain and maintain accreditation, including resolving any threats to accreditation that might arise.
  2. Demonstrates expert knowledge of all accreditation requirements of the Accreditation Council for Graduate Medical Education (ACGME), American Osteopathic Association (AOA) and/or Council on Podiatric Medical Education (CPME), as applicable; fosters awareness and compliance with accreditation requirements; maintains documentation of compliance with accreditation guidelines.
  3. Accurately provides annual program reports, and submits periodic updates to ACGME’s Accreditation Data System (ADS).
  4. Solicits and monitors completion of ACGME Annual Resident & Faculty Surveys.
  5. Supports development and reporting of ACGME Self-Studies.
  6. Prepares for program accreditation Site Visits.
  7. Works with the GME Office to prepare for ACGME Clinical Learning Environment Review (CLER) Site Visits.
  8. Serves as an expert of all accreditation and related governmental requirements. Creates and maintains files, records, reports, and other documentation related to these requirements.
  9. Stays informed of developments in the field. Reads pertinent literature, attends meetings & applicable conferences.
• Annual Recruitment-Orientation:
  1. Partners with the Program Director in the development of recruitment policies, strategies and materials.
  2. Maintains program recruiting websites, including FREIDA Online®, the American Medical Association (AMA) Residency and Fellowship Database and www.beaumont.edu.
  3. Supports recruitment fairs and career interest activities.
  4. Uses the AAMC’s Electronic Residency Application Service (ERAS) software to manage applications and participate in screening of applications.
  5. Manages the annual interview process, including extending invitations to interview, managing interviewing logistics, and maintaining post-interview correspondence.
  6. Provides input into the decision process for ranking candidates.
  7. Uses the National Resident Matching Program (NRMP) or other applicable matching services for submitting rank lists.
  8. Initiates and maintains communications regarding onboarding to matched applicants, in coordination with the GME Office.
  9. Organizes, schedules and participates in program orientation of incoming Beaumont residents/fellows.
  10. Throughout the year, provides logistic support and program orientation to Visiting Residents and Fellows from non-Beaumont programs.
• Program Management:
  1. Plans and coordinates conferences, didactics, events, courses, seminars, and programs, including