Medical Training Program Administrator

The Department of Emergency Medicine seeks a Medical Training Program Administrator to perform as an integral team member of the education division and provide support in management of large and complex clinical training programs and all related educational activities for the department.

The Medical Training Program Administrator coordinates the planning, preparation and execution of activities related to residency recruitment and education for 56 residents under supervision of the Medical Training Program Manager; works with the Program Director, Assistant & Associate Program Directors and Chief Residents to ensure smooth implementation and communication of residents’ schedules, educational conferences and special programs.

The Medical Training Program Administrator will work to update and maintain online program databases, assist in planning of special events, provide administrative support to the Program Director, Assistant & Associate Program Directors, and Chief Residents, and assist the Medical Training Program Manager as necessary with any duties needed for the educational programs.

Essential skills include the ability to provide accurate, timely and courteous service to current and prospective residents, faculty, preceptors and other university staff and residents, as well as the ability to work as a member of a team with moderate to minimal supervision.

The Medical Training Program Administrator is accountable for standards of service excellence, including but not limited to: interpersonal relations; teamwork; problem resolution; prioritization of workload; continuous performance improvement, and self-management & accountability.

They also must be in communication with Emergency Medicine administration and faculty, as well as other specialty departments, outside institutions, the Graduate Medical Education Office, the Registrar’s Office, the International Office and the Medical Staff Office, as well as accountable for compliance with regulatory and educational agencies including but not limited to ACGME, AAMC, ECFMG, GME Track, ABEM (American Board of Emergency Medicine), SAEM (Society for Academic Emergency Medicine), ACEP (American College of Emergency Physicians), AAEM (American Academy of Emergency Medicine), ERAS (Electronic Residency Application System), and NRMP (National Resident Matching Program).

Specific Duties & Responsibilities

In Conjunction with the Medical Training Program Manager, Assists with House Staff Recruitment/Interview Season

• Develops and directs applicant selection and interview process
• Works with ERAS and Interview Management Software (e.g. Interview Broker) during residency interview season.
• Assists with coordinating the interview day, including scheduling faculty for interviews.
• Helps to facilitate additional interviews for applicants applying to the combined EM/Anesthesiology Residency Program.
• Distributes applicant electronic files to faculty interviewers.
• Assists with the interview day schedule, taking notes and sending thank you notes on behalf of the program.
• Coordinates shadow visits for applicants.
• Maintains current knowledge of institutional policies/procedures regarding medical staff and resident applicants.
• Acts as information clearinghouse for applicants, and advises Medical Training Program Manager and Program Director in matters relating to special applicant issues.
• Ensures that all logistics related to interview process reflect well on institution.
• Active participant at Selection Committee meetings. Takes minutes and compiles data. Assists with developing preliminary rank lists based on faculty scores.

In Conjunction with the Medical Training Program Manager, Helps to Oversee the Onboarding and Credentialing of Residents

• Assists with the appointment process of all residents in Emergency Medicine, consisting of initiation of appointment, reappointments and terminations.
  
• Assists with the hiring process with all matched applicants, including residency contracts, background checks and all necessary paperwork required by the hospital and university.
• Assists with drafting correspondence and revising forms and departmental procedures necessary for appointment and reappointment.
• Assists with the creation of contracts and/or offer letters for residents. The contracts and/or offer letters are individually tailored to each trainee with salary level and vacation time.
  
• Assists with processing all appointments to completion, ensuring that all residents are properly credentialed and coordinates the annual Medical Staff reappointment activities.
  
• Serve as a liaison to the International Office regarding