EDUCATION ADMIN

Position Summary:

Position serves as administrative leader for our fellowship program and partners with the program director in the operational and financial management of the program. This position requires a comprehensive and detailed understanding of national accreditation policies as well as a high degree of initiative and independent judgment. This person will develop, initiate and/or direct a wide range of programmatic activities including long- and short-term program planning, project development and management, recruiting, developing and updating policies, developing and implementing databases, communicating with faculty, fellows, residents, and medical students and managing internal and external program relations. 

The program administrator's role crosses many specialty areas including: administrative, finance, human resources and event planning to name a few. The position is essential in training program operations and is a primary resource for learners, faculty and administrative staff.  This position is a requirement of the accrediting agency, the Accreditation Council for Graduate Medical Education (ACGME).  The incumbent may also be responsible for supervising office staff members who work in the training program office.

Duties and Responsibilities:

• Executes institutional and/or program activities with a high degree of independence (e.g. educational events, trainings, recruitment, orientation, graduation, site visits, etc). 
• Partners with program directors concerning program management challenges and activities.
• Identifies and evaluates methods for improvement and makes recommendations to program leadership.  
• Partners with program leadership in development of program-level policies and provides copies of program-specific policies to the GME Office. 
• Educates and manages distribution of institutional and program policies.  
• Provides measurable impact on operational effectiveness and attainments of training program objectives.  
• Functions as a liaison between the residents/fellows, program director, faculty, GME office, human resources labor relations, participating sites, and other internal department and outside agencies.  
• Creates processes for tracking data (i.e. rotations, work hour compliance, conference attendance, evaluations, etc.) 
• Critically evaluates program policies to ensure alignment with institutional and accreditation requirements.  
• Generates faculty and resident list for institutional Clinical Learning Environment Review (CLER) visit.   
• Responds to any additional institutional GME requests.
• Clinical Experience and Educational Schedules Creates, monitors and disseminates trainee schedules and manages those rotation schedules throughout the year (entering into residency management system, ensuring budget compliance, verifying required training goals are met, etc.). 
• Monitors completion and compliance of work hour logs. 
• Tracks moonlighting activities of trainees and ensures compliance with moonlighting policies.
• Credentialing  Provides accurate information about the physicians who trained in the program and is detail oriented in the credentialing process.  
• Drafts the 'Verification of Training' forms. 
• Drafts recommendation letters. 
• Knowledgeable on appropriate releases of information and ensures the program is properly protected prior to releasing any information on a past trainee. 
• Ensures appropriate documentation is prepared when a trainee enters an improvement status (ie. probation). 
• Maintains appropriate documentation for board eligibility. 
• Ensures state licensure requirements are met by the program.
• Evaluation Proficient with Residency Database Management system. 
• Assists with development of and ensures completion of formative, summative, semi-annual, and final evaluations of the trainees. 
• Sets up and manages 360 degree evaluations. 
• Ensures completion of assignment feedback and prepares necessary reports / action plans. 
• Attends Clinical Competency Committee (CCC) meetings, takes minutes, and creates action plans as needed. 
• Submits Milestones data to the ACGME. 
• Submits trainee evaluations to Board organizations. 
• Documents either trainee or faculty remediation plan(s) as needed. 
• Develops comparison data of evaluations and milestones for trainees in the program for presentation to the Graduate Medicine Education Committee (GMEC) as needed.   
• Analyzes completed evaluations for concerns and shares information with the program director and CCC.  
• Assists with development of program evaluations, disseminates, monitors completion and tracks action plans.
• Didactics and Educational Content Schedules didactics and speakers and creates appropriate education calendars.  
• Works with program director to ensure didactics cover deficiencies seen in the in-training or Board examinations. 
• Tracks and enters trainee scholarly activity into ACGME WebADS. 
• Facilitates the distribution of practice habits data to trainees. 
• Maintains goals and objectives for rotations/assignments.
• Ensures trainees receive goals and objectives prior to the start of each rotation.
• Faculty Disseminates program policies to all teaching faculty and sets up necessary training in the evaluation and supervision of trainees and the requirements for transition of care and fatigue mitigate

Salary Range: $45,395 - $73,770

Bachelor's degree in a related field and three (3) years of related experience required. Work experience may only substitute for education requirement if experience is related to the design, delivery and evaluation of resident, medical student, fellowship or clerkship educational programs. 

Knowledge:  Exhibits excellent knowledge and the ability to interpret and articulate accreditation program requirements.  Exhibits excellent knowledge of board and/or institutional requirements of training program(s).  Exhibits excellent knowledge of professional ethics, laws and regulations.  Demonstrates commitment to knowledge development.  

Skills:  Maintains flexibility and a willingness to interact collegially with hospital administration, other departments, and outside contacts to carry out the mission of the program.  Exhibits exceptional interpersonal/customer service skills and is able to cope with stress effectively. Demonstrates commitment to continual advancement of verbal and written communication skills.  Exhibits proficiency of Microsoft Office programs, GME database management programs and web based applications for process improvement.   Demonstrates expertise in administrative management of program.  Demonstrates expertise in fiscal management of program.  Demonstrates expertise in data analysis/management of program.  Demonstrates expertise in program compliance management.  

Abilities:  Exhibits the highest moral integrity when handling confidential information.  Ability to work independently, self-motivated, expertise in prioritizing tasks, shows initiative and is proactive.  Ability to multitask and problem solve in coordinating multiple, simultaneous program demands.  Ability to conduct long-range program planning, involving complex decision-making skills.  Ability to foster and support change, and take informed risks that appropriately challenge the status quo.  Ability to run program education meetings with continuous follow-up and action planning.  Ability to monitor remediation compliance.  Ability to perform in stressful situations.  Ability to supervise other staff members, if applicable.  Ability to exercise diplomacy and maintain positive working relationships with coworkers to include faculty, learners, and administrative staff, thereby promoting good customer and departmental relationships.  Ability to successfully investigate, develop and/or implement solutions for ongoing regulatory demands.