Senior Clerkship Curriculum Coordinator

Title:

1162-NN - Manager

Business Title:

Institutional Manager, GME

Location:

Employee Type:

Admin. Professional

Job Family:

Administrative Professional - Not OT Eligible

Position Details:

COVID-19 Vaccine Information:

In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Vaccine or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious information is available at https://hrs.wsu.edu/covid-19/vax-verification/ . Please contact HRS at [email protected] or 509-335-4521 if you have questions.

Summary of Duties:

The Institutional Manager for Graduate Medical Education (GME) provides leadership for GME Program Administrators and Program Coordinators to ensure they have the resources, training, skills, and knowledge to successfully meet the goals of their GME programs. Partners with the GME Director and Associate Dean for GME to develop and execute the GME strategic initiatives and operating goals. This position ensures optimum performance of GME Program Administrators/Coordinators’ partnerships with GME Program Directors in the operational management of GME programs to advance the learning environment. 
Collaborates with GME Program Directors, Administrators and Coordinators in support of a high quality, safe learning environment for residents/fellows. Manages all ESFCOM GME training programs across the organization to develop processes to address program needs that ensure operational adherence to national accreditation requirements. Administers the GME Special Review process as part of ACGME accreditation requirements and oversees the process for Program Letters of Agreements for required training sites. 
The Manager is responsible for the direct supervision of the GME Program Administrators and Program Coordinators ensuring they have the resources, training, skills and knowledge to meet or exceed job expectations. This position identifies and implements opportunities for staff professional development and builds collaborative teams to support the GME strategic initiatives. 
The Manager works with the Director of GME to resolve issues, develop and implement policies and procedures, identify and implement process improvement initiatives and assists in developing the GME budget. This position participates in GME strategic planning initiatives and develops process to support the needs of GME. This position coordinates with administrators on matters representing the ESFCOM interests.

The incumbent may be based at any Washington State University campus or surrounding area such as Spokane, Everett, Vancouver, Tri-Cities, Yakima or Pullman, WA.

Essential Duties:

50% - Administrative Operations

• Develop, implement and maintain the standardization of processes across GME training programs to support continuous program improvement; develops and implements projects and programs to accomplish established goals. 
• Evaluate residency programs utilizing program specific policies, and procedures. Analyze outcomes of programs and reports outcomes along with recommendations for programmatic improvements. Implement recommendations upon acceptance by senior leadership. 
• Assists in the development and implementation of systems and processes to establish and maintain records for GME, trainees, and the sponsoring programs. 
• Develop and maintain databases to ensure overall compliance with accreditation standards and enrollment management support for GME programs. Databases used include but are not limited to Accreditation Data System (ADS), National Resident Matching Program (NRMP), and Association of American Medical Colleges (AAMC), as well as resident management systems for GME programs.  
• Promotes a collaborative environment focused on quality, efficient and effective customer service.  
• Ensure ACGME regulations, hospital, and institutional compliance; including appropriate submission of status letters, progress reports, or other letters that maintain accreditation requirements.  
• Completes gap analyses on GME programs to determine program’s current state in relation to ACGME Program requirements to identify gaps in compliance and develop strategies for standardizing processes as needed particularly in regard to a Program Evaluation Committees and Clinical Competency Committees. Provides direction to program administrations to implement strategies and align processes to reduce gaps in compliance. 
• Attends and provides minutes and coordination for the Graduate Medical Education Committee (GMEC) meetings.  
• Actively participates in committees and workgroups within GME programs to facilitate the planning and implementation of improvement initiatives. Ensures appropriate documentation and communication of meeting outcomes.  
• Function as the ACGME site visit coordinator. Support the planning and implementation of accreditation site visits. Acts as onsite liaison to ACGME members during campus and site visits.  
• Manage logistics for site visits (agenda development, room reservations, technology needs, interview scheduling, etc.). Manage communications with training programs and hospital coordinators.  
• Draft responses to accreditor concerns and other requests for information. Gather data and prepare application materials, information requests, and create reports required by ACGME.  
• Function as the Accreditation Council for Graduate Medical Education (ACGME) institutional review coordinator. Ensures compliance with various Program Letters of Agreement.  
• Administers the GME Special Review process and follow-ups on identified findings.  
• Build and maintains effective working relationships with external contacts within participating institutions to facilitate Program Letters of Agreement for educational experiences.  
• Responsible to facilitate and track GMEC approval of program letters of agreement for resident/fellow external rotations.  
• Evaluate programs, policies, and procedures. Analyze outcomes of programs and reports outcomes as requested.
• Occasionally travel to the residency programs located in the hospitals of our clinical partners (Pullman and Everett, Washington) will be required.

25% - Personnel Management

• Responsible for the direct supervision of all residency program administrators.  
• Supports GME Program Administrators and Program Coordinators with their professional development through development of training sessions, modules, and other presentations that are specific to GME.  
• Complete regular performance evaluations and assures the competence of all GME Program Administrators and Program Coordinators through the completion of annual competency assessments. Mentors, provide guidance and resources to Program Administrators and Program Coordinators to ensure successful performance. Utilizes annual performance evaluation process to leverage development plans and support succession planning.  
• Manages recruitment and selection process for Program Administrators and Program Coordinators.  
• Conduct training of new residency Program Administrators and Program Coordinators.  
• Analyze and recommend appropriate staffing levels for residency sites to allow effective management of GME programs.  
• Develop the annual residency program administrator work plan and anticipates project planning for the academic year. Work with GME Program Administrators, and program coordinators as needed, to develop action plans for resolving issues in GME Program Administrator workflow.  
• Conducts regular team meetings with the Program Administrators and Program Coordinators, addressing issues, communicating organizational news, reviewing pertinent data, strategizing improvements. Ensure residency program administrators and coordinators are informed of changes in accreditation requirements and policies/procedures. 
• Initiates changes to processes and/or clarifies functional expectations in response to feedback.

10% - Fiscal/Budget Management

• Manage financial operations related to each residency site (such as new residents, change of status, leave, dismissal, graduation, etc.), transactions, and services, specific to the operating unit.  
• Develop and implement financial reporting for each residency and specialty site.  
• Ensures Program Administrators and Program Coordinators understand their duties and responsibilities in regard to providing data, requested documents, and timely submission for the GME Medicare cost report.   
• Ensures timekeeping records for direct reports are accurately maintained and that payroll information is submitted on time.  
• Develop and manage financial operational strategies, initiatives and resource management for residency programs and rotation sites.  
• Ensure compliance with federal, state, and university policies and regulations, while maintaining appropriate internal control safeguards.

10% - Leadership

• Coordinate with college administrators/unit managers/directors on matters representing ESFCOM GME interests to other WSU area and units, other institutions, community groups, associations and agencies. 
• Collaborate with university administrators on appropriate university policies and procedures.  
• Liaison between GME and other university offices such as HR, AG’s office, Business Affairs, Provost’s Office and the Budget Office on potentially confidential/sensitive matters.  
• Builds a culture of collaboration to advance the effective and efficient management of GME training programs.  
• Chairs the monthly residency program administrator’s committee meeting.  
• At direction of GME Director, coordinate internal audits/mock site visits with program administrators of GME programs to ensure initial and continued accreditation compliance. Develop and write reports for results of audits/mock site visits. Manage institutional dashboard for monitoring training programs.

5% - Other

• Perform other related work as required.

Required Qualifications:

A Bachelor’s degree in a relevant field and four (4) years of progressively responsible experience in a field related to the functional managerial area which has included at least one (1) year of supervisory experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

• Training Administrators of Graduate Medical Education (C-TAGME) certification or ability to obtain this certification after date of hire is required. 
• Demonstrated experience with oral presentation, written communication ability and ability to quickly acquire working knowledge of the policies, principles and procedures of the university are required.  
• Demonstrated ability and willingness to communicate effectively with diverse staff, faculty, and community members is essential. 
• Demonstrated ability to work collegially and collaboratively with diverse internal and external constituencies.  
• Strong communication, organizational, and leadership/management skills.

Preferred Qualifications:

• Graduate medical education environment experience preferred. 
• Broad knowledge of educational functions including the areas of residency education. 
• Two to three years of supervisory experience preferred.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Graduate Medical Education
City, State, Zip: The incumbent may be based at any Washington State University campus or surrounding area such as Spokane, Everett, Vancouver, Tri-Cities, Yakima or Pullman, WA.
Department Link: https://medicine.wsu.edu/gme/

Monthly Salary: Commensurate upon education and experience
FTE: 1.0
Permanent/Temporary/Project: Permanent
Screening Begin Date: Immediately; open until filled
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) a cover letter . Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents:

1. Resume

2. Cover Letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .

Title:

1162-NN - Manager

Business Title:

Institutional Manager, GME

Location:

Employee Type:

Admin. Professional

Job Family:

Administrative Professional - Not OT Eligible

Position Details:

COVID-19 Vaccine Information:

In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Vaccine or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious information is available at https://hrs.wsu.edu/covid-19/vax-verification/ . Please contact HRS at [email protected] or 509-335-4521 if you have questions.

Summary of Duties:

The Institutional Manager for Graduate Medical Education (GME) provides leadership for GME Program Administrators and Program Coordinators to ensure they have the resources, training, skills, and knowledge to successfully meet the goals of their GME programs. Partners with the GME Director and Associate Dean for GME to develop and execute the GME strategic initiatives and operating goals. This position ensures optimum performance of GME Program Administrators/Coordinators’ partnerships with GME Program Directors in the operational management of GME programs to advance the learning environment. 
Collaborates with GME Program Directors, Administrators and Coordinators in support of a high quality, safe learning environment for residents/fellows. Manages all ESFCOM GME training programs across the organization to develop processes to address program needs that ensure operational adherence to national accreditation requirements. Administers the GME Special Review process as part of ACGME accreditation requirements and oversees the process for Program Letters of Agreements for required training sites. 
The Manager is responsible for the direct supervision of the GME Program Administrators and Program Coordinators ensuring they have the resources, training, skills and knowledge to meet or exceed job expectations. This position identifies and implements opportunities for staff professional development and builds collaborative teams to support the GME strategic initiatives. 
The Manager works with the Director of GME to resolve issues, develop and implement policies and procedures, identify and implement process improvement initiatives and assists in developing the GME budget. This position participates in GME strategic planning initiatives and develops process to support the needs of GME. This position coordinates with administrators on matters representing the ESFCOM interests.

The incumbent may be based at any Washington State University campus or surrounding area such as Spokane, Everett, Vancouver, Tri-Cities, Yakima or Pullman, WA.

Essential Duties:

50% - Administrative Operations

• Develop, implement and maintain the standardization of processes across GME training programs to support continuous program improvement; develops and implements projects and programs to accomplish established goals. 
• Evaluate residency programs utilizing program specific policies, and procedures. Analyze outcomes of programs and reports outcomes along with recommendations for programmatic improvements. Implement recommendations upon acceptance by senior leadership. 
• Assists in the development and implementation of systems and processes to establish and maintain records for GME, trainees, and the sponsoring programs. 
• Develop and maintain databases to ensure overall compliance with accreditation standards and enrollment management support for GME programs. Databases used include but are not limited to Accreditation Data System (ADS), National Resident Matching Program (NRMP), and Association of American Medical Colleges (AAMC), as well as resident management systems for GME programs.  
• Promotes a collaborative environment focused on quality, efficient and effective customer service.  
• Ensure ACGME regulations, hospital, and institutional compliance; including appropriate submission of status letters, progress reports, or other letters that maintain accreditation requirements.  
• Completes gap analyses on GME programs to determine program’s current state in relation to ACGME Program requirements to identify gaps in compliance and develop strategies for standardizing processes as needed particularly in regard to a Program Evaluation Committees and Clinical Competency Committees. Provides direction to program administrations to implement strategies and align processes to reduce gaps in compliance. 
• Attends and provides minutes and coordination for the Graduate Medical Education Committee (GMEC) meetings.  
• Actively participates in committees and workgroups within GME programs to facilitate the planning and implementation of improvement initiatives. Ensures appropriate documentation and communication of meeting outcomes.  
• Function as the ACGME site visit coordinator. Support the planning and implementation of accreditation site visits. Acts as onsite liaison to ACGME members during campus and site visits.  
• Manage logistics for site visits (agenda development, room reservations, technology needs, interview scheduling, etc.). Manage communications with training programs and hospital coordinators.  
• Draft responses to accreditor concerns and other requests for information. Gather data and prepare application materials, information requests, and create reports required by ACGME.  
• Function as the Accreditation Council for Graduate Medical Education (ACGME) institutional review coordinator. Ensures compliance with various Program Letters of Agreement.  
• Administers the GME Special Review process and follow-ups on identified findings.  
• Build and maintains effective working relationships with external contacts within participating institutions to facilitate Program Letters of Agreement for educational experiences.  
• Responsible to facilitate and track GMEC approval of program letters of agreement for resident/fellow external rotations.  
• Evaluate programs, policies, and procedures. Analyze outcomes of programs and reports outcomes as requested.
• Occasionally travel to the residency programs located in the hospitals of our clinical partners (Pullman and Everett, Washington) will be required.

25% - Personnel Management

• Responsible for the direct supervision of all residency program administrators.  
• Supports GME Program Administrators and Program Coordinators with their professional development through development of training sessions, modules, and other presentations that are specific to GME.  
• Complete regular performance evaluations and assures the competence of all GME Program Administrators and Program Coordinators through the completion of annual competency assessments. Mentors, provide guidance and resources to Program Administrators and Program Coordinators to ensure successful performance. Utilizes annual performance evaluation process to leverage development plans and support succession planning.  
• Manages recruitment and selection process for Program Administrators and Program Coordinators.  
• Conduct training of new residency Program Administrators and Program Coordinators.  
• Analyze and recommend appropriate staffing levels for residency sites to allow effective management of GME programs.  
• Develop the annual residency program administrator work plan and anticipates project planning for the academic year. Work with GME Program Administrators, and program coordinators as needed, to develop action plans for resolving issues in GME Program Administrator workflow.  
• Conducts regular team meetings with the Program Administrators and Program Coordinators, addressing issues, communicating organizational news, reviewing pertinent data, strategizing improvements. Ensure residency program administrators and coordinators are informed of changes in accreditation requirements and policies/procedures. 
• Initiates changes to processes and/or clarifies functional expectations in response to feedback.

10% - Fiscal/Budget Management

• Manage financial operations related to each residency site (such as new residents, change of status, leave, dismissal, graduation, etc.), transactions, and services, specific to the operating unit.  
• Develop and implement financial reporting for each residency and specialty site.  
• Ensures Program Administrators and Program Coordinators understand their duties and responsibilities in regard to providing data, requested documents, and timely submission for the GME Medicare cost report.   
• Ensures timekeeping records for direct reports are accurately maintained and that payroll information is submitted on time.  
• Develop and manage financial operational strategies, initiatives and resource management for residency programs and rotation sites.  
• Ensure compliance with federal, state, and university policies and regulations, while maintaining appropriate internal control safeguards.

10% - Leadership

• Coordinate with college administrators/unit managers/directors on matters representing ESFCOM GME interests to other WSU area and units, other institutions, community groups, associations and agencies. 
• Collaborate with university administrators on appropriate university policies and procedures.  
• Liaison between GME and other university offices such as HR, AG’s office, Business Affairs, Provost’s Office and the Budget Office on potentially confidential/sensitive matters.  
• Builds a culture of collaboration to advance the effective and efficient management of GME training programs.  
• Chairs the monthly residency program administrator’s committee meeting.  
• At direction of GME Director, coordinate internal audits/mock site visits with program administrators of GME programs to ensure initial and continued accreditation compliance. Develop and write reports for results of audits/mock site visits. Manage institutional dashboard for monitoring training programs.

5% - Other

• Perform other related work as required.

Required Qualifications:

A Bachelor’s degree in a relevant field and four (4) years of progressively responsible experience in a field related to the functional managerial area which has included at least one (1) year of supervisory experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

• Training Administrators of Graduate Medical Education (C-TAGME) certification or ability to obtain this certification after date of hire is required. 
• Demonstrated experience with oral presentation, written communication ability and ability to quickly acquire working knowledge of the policies, principles and procedures of the university are required.  
• Demonstrated ability and willingness to communicate effectively with diverse staff, faculty, and community members is essential. 
• Demonstrated ability to work collegially and collaboratively with diverse internal and external constituencies.  
• Strong communication, organizational, and leadership/management skills.

Preferred Qualifications:

• Graduate medical education environment experience preferred. 
• Broad knowledge of educational functions including the areas of residency education. 
• Two to three years of supervisory experience preferred.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Graduate Medical Education
City, State, Zip: The incumbent may be based at any Washington State University campus or surrounding area such as Spokane, Everett, Vancouver, Tri-Cities, Yakima or Pullman, WA.
Department Link: https://medicine.wsu.edu/gme/

Monthly Salary: Commensurate upon education and experience
FTE: 1.0
Permanent/Temporary/Project: Permanent
Screening Begin Date: Immediately; open until filled
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) a cover letter . Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents:

1. Resume

2. Cover Letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .