Medical Residency Program Administrator II - R104566

Department:

Location: Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID: R104566

Minimum Requirements:

Bachelor's degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience. Grade 5 (Salary).

Position Description:

This position reports to the Department Chair of OB/GYN & Women's Health and is responsible for managing the daily administrative functions for each division and operations of the fellowships for the Division of Female Pelvic Medicine and Reconstructive Surgery, Minimally Invasive Gynecologic Surgery, and Reproductive Endocrinology and Infertility.

The individual in this position is part of the department education and fellowship program leadership teams. Collaborates with the Department Chair, Program Directors, Residency Program Director, core faculty and other leadership team members. Ensures fellowship goals and objectives are in-line with the department, residency program and medical student educational goals and objectives.
Program leadership activities include developing program policies, procedures, and processes that are compliant with guidelines provided by the University of Louisville Graduate Medical Education Office (GME), Accreditation Council for Graduate Medical Education (ACGME), American Board of Gynecology (ABOG), American Association of Gynecologic Laparoscopists (AAGL), and institutional and departmental requirements and expectations.

Essential Duties and Responsibilities:

• Responsible for coordinating the interview process and selection of fellows. Provides onboarding, credentialing and training for incoming fellows and maintenance for current fellows. Supervise all fellows and prepare and present data based evaluations. Address deficiencies when they arise.
• Responsible for the development and oversight of systems that track and maintain data as required for annual reporting; and fiscal accountability of the program. Must apply critical thinking to analyze and assess programmatic operations for continuous compliance and improvement. Recognize problems or situations that are new or without clear precedent. Must evaluate alternatives and find solutions using critical thinking and a systematic approach.
• Oversee Program Accreditation and Reporting: As a member of the program leadership team, oversees and maintains program accreditation. This includes the oversight and preparation of all accreditation documentation, development and the implementation of policies and procedures as they relate to accreditation compliance. Initiates the development of responses requested for any internal and external accreditation actions as required from hospitals, Graduate Medical Education Committee, ACGME, ABOG and AAGL.
• Participates in the Clinical Competency Committee review of resident/fellow progress in the program. Participates as a voting member of the Program Evaluation Committee. Compiles fellowship reporting that includes program strengths and weaknesses, data analysis of curriculum and overall compliance and recommendations for performance improvement.
• Division and Fellowship Operations: Responsible for the oversight, management, and administrative support of divisions and fellowships daily operations. Manages fellow appointments, re-appointments, transfers, credentialing and on-boarding. Oversees the off-boarding process for graduating fellows. Supervises the educational curriculum of the program. This includes working with Program Directors to plan the annual rotation schedule, vacation schedule and call schedules. Oversees the rotation scheduling with faculty, community training sites and program clinical sites (i.e. continuity clinic or specialty clinic). Develop the educational content for daily/weekly didactic conferences for fellows. Implement and manage the evaluation process of the program: including evaluations of fellows, faculty, community faculty, rotations and the program. Participate as a voting member of the educational review committee to provide assessment of resident/fellow performance in the competency areas of professionalism and interpersonal and communication skills. Oversee the annual national specialty in-training exam.
• Supports faculty and staff through instructional development, hotel reservations, UofL systems usage and other means as needed. Monitor spending and other program expenses.
• Recruitment, Onboarding, Credentialing and Training
• Manages the annual fellowship recruitment process. Includes oversight of program information being disseminated via the website and printed materials. Serves as main point of contact for fellowship applicants. Using Electronic Residency Application System (ERAS) reviews applications, recommends applicants to the program director for interview, and may independently select applicants for interview in accordance the University's diversity and inclusion initiative. Supervises the logistics of the interview process. May interview applicants as appropriate. Serves as a voting member of the fellowship selection committee with other program leadership to analyze and assess data gathered on fellowship applicants to develop the rank order list for submission to the National Residency Match Program.
• Program Improvement and Project Management: Track and report regarding Program Improvement initiatives and Research. Analyze the data collected during program operations to assess trends in the program and provide reporting during annual evaluations. This includes reviewing program evaluations by residents and faculty; trends in the Annual ACGME Fellow and Faculty surveys and accreditation follow-up from the ACGME annual update and review. Serve on Graduate Medical Education Committee or Subcommittees as appropriate.
• Professional Development: Engage in the continuous learning process with participation in professional development. This includes participation in the monthly GME educational workshops/conferences. Strongly encouraged to attend specialty conferences at regional and national level as appropriate to acquire knowledge of educational trends in the specialty.
• Other duties as assigned or requested by the Department Chair or Fellowship Program Directors.

Preferred Qualifications:

• Ten (10) years' experience in Graduate Medical Education or medical academic setting.
• Certification in TAGME preferred.
• Experience with Medhub, Peoplesoft, and ACGME Webads.

Competencies

• Proficient in MS Outlook, Word, Excel, PowerPoint.
• Effective oral, written and interpersonal communication skills.
• Independent Decision Making - able to make decisions and take action without consulting the program director(s) in certain areas of the program operations.
• Proactive - anticipates and plans for problems before they arise.
• Project Management - organized, task oriented, ability to delegate and follow up.
• Analytical/Performance Improvement - evaluating data and other information with the ability to choose the best solution and make recommendations.
• Teamwork - ability to work with others, serve others, help others, lead others, mentor others, take directions from others in the interest of moving process and programs forward to the desired outcome.
• Flexible - ability to change directions as needed for the good of the department or organization.
• Service Excellence - responsive, informs constituents of process, pleasant to work with, educates and provides timely, accurate information.
• Critical Thinking - ability to think through issues and identify appropriate options.
• Interpersonal - can build effective, strong working relationships with employees, colleagues, management and vendors through trust, communication, and credibility.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at [email protected] or 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.