Residency and Fellowship Program Administrator II
Overview
GENERAL SUMMARY OF POSITION:
Under the direction of the Residency Program Director, the Residency Program Administrator II provides operational management of the core residency program including recruitment, on-boarding, orientation, evaluation systems, data management and program accreditation. The Administrator implements and coordinates personnel and regulatory procedures for incoming, continuing and graduating residents.
Provides administrative and operational management for the Department of Pathology clinical training program (Residency and Fellowship) including recruitment, on-boarding and offboarding, orientation, evaluation, data management, and program accreditation. Directly responsible for the following activities, but not limited to:
- Provides ongoing supervision of administrative and programmatic support staff
- Oversees trainee recruitment and selection process including screening of all applications, compiling applicant packets, applicant ranking and submission of resident rank order list
- Facilitates and manages the coordination of multiple interview days and coordinates interviews with applicants, faculty and residents
- Manages the required national and hospital survey completion
- Ensures accurate and timely data verification and participation in various databases and programs including NRMP, AMA, and AAMC, and ACGME to maintain accreditation of training programs
- Manages the design and maintenance of program website and recruitment materials
- Prepares letters of recommendation and verifications for Board eligibility
- Ensures trainee compliance with institutional and ACGME requirements
- Coordinates and processes paperwork for medical students, observers, visiting scholars and trainees
- Manages all appointments, reappointments and terminations of program trainees
Responsibilities
MAJOR RESPONSIBILITIES:
- Oversee daily personnel management for programs, as the primary contact for program administrative matters and resource for participants within UMMS, outside affiliated teaching sites and external regulatory agencies.
- Oversee the management of the recruitment and selection process including screening of all applications, applicant ranking and submission of resident Rank Order List.
- Coordinate with designee(s) training site rotation schedules, clinic schedules, electives and other assignments for program participates
- Complete required national and hospital surveys, collating and reporting program and trainee data.
- Participate in the development and implementation of program evaluation systems and ensure full compliance with UMMS and ACGME requirements
- Monitor compliance with ACGME requirements.
- Participate in program committees and is actively involved in strategic planning, curriculum development and program implementation
- Assist in the design and evaluation of program web site and recruitment materials
- Coordinate outside and visiting electives including preparing required documentation and program letters of agreement
- Manage or delegate management of special events such as orientation, graduation, conferences, grand rounds, guest speakers, and other formal didactic events.
- Supervise support staff including hiring, performance management, workflow and problem resolution.
- Prepare letters and verifications for Board eligibility and credentialing and documentation for specialty board certification
- Prepare and monitor operating expense budget.
Qualifications
MINIMUM QUALIFICATIONS
- Bachelor’s degree in business or education or equivalent experience
- 3 years experience in health care or academic setting including supervisory experience
- Knowledge of accreditation requirements for graduate medical education and specialty boards certification preferred
- Proficient use of Microsoft Office (Word, Excel, Outlook, PowerPoint) and databases.
- Demonstrated experience in preparing budgets, record keeping skills, and administering management practices
- Demonstrated project management and organizational skills with ability to set priorities, work on multiple projects simultaneously, and delegate tasks
- Excellent interpersonal skills to effectively interact with all levels of personnel both internally and externally
- Excellent verbal and written communication skills
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