GME Program Manager - Westchester Medical Center : Job Details

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Job Summary: Under oversight and direction from the Program Director, the GME Program Manager is responsible for the day to day administrative and operational management of the accredited/non-accredited residency/fellowship training program. The program manager functions in collaboration with the GME Office, Attending Physicians, fellows/residents (trainees) and other institutional officials as part of the training program leadership team.

• Provides support and meets regularly with the Program Director concerning program management issues and activities and the status of projects. Identifies and evaluates methods for improving workflow and cost effectiveness and makes recommendations to the Training Director for improvement.
• In conjunction with the GME Office, applies ACGME (or AOA or CODA), other national accrediting agencies, and hospital policies to support compliance. Provides administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents, GME Office and hospital administration when necessary.
• Establishes relationships and acts as a liaison to other hospitals, internal departments, and divisions regarding resident recruitment, orientation, program rotation agreements, and internal/external rotations. Organizes department-level trainee orientation.
• Informs residents and trainees of inter and intra-departmental policy and procedure changes, with assistance from the GME office. Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, extensions, annual contracts, and initial and re-credentialing of trainees.
• Manages materials for specialty-specific trainee exams and may assist with proctoring exams; completes reports required by specialty boards. Develops, implements, and oversees the maintenance of records, distribution of materials, and other office/program systems.
• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues. Maintains databases with resident and faculty data, including New Innovations and for ACGME Programs, Web ADS. Maintains attendance records for program trainees and monitors compliance with time requirements for completion of training as determined by the specialty board.
• Prepare and update rotational schedules for trainees; enters and maintains schedules in New Innovations; provide accurate data to support information for institutional cost reports for Federal GME reimbursement. Manages evaluative processes of trainees, program, faculty, and rotations in compliance with ACGME expectations.
• Completes Annual Update of FREIDA/GME Track Program Surveys and other relevant data sources. In collaboration with Chief Residents/Fellows, ensures call schedule information is entered in AMiON in a timely manner to meet program and institutional needs.
• Oversees all purchasing for the Training Program office/program. Assesses equipment acquisition and training needs, and makes recommendations to the Program Director. Orders equipment and supplies for the training office.
• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, and various meetings and program-related events. Organizes meetings and prepares and distributes materials for conferences and didactic educational activities; maintains attendance records for conferences.
• Develops brochures, invitations, or advertisements for events/lectures. Coordinates medical student rotations, if applicable. Creates and/or maintains external program advertising/media through program websites, brochures, publications and other media. Creates/edits annual publications regarding the program and maintains information on the program's website in collaboration with the GME office.
• In applicable programs, maintains the ERAS database and oversees its processes during the Residency/Fellowship Recruitment season. Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to WMC and other participating training sites. In applicable programs, assists with NRMP quota review and rank list entry. Tracks and processes initial paperwork for visa requests, in conjunction with the GME office. Verifies trainee status and activities as needed.
• Prepares agendas/reports/forms required for accreditation (including but not limited to ACGME Web ADS updates, Self Studies, Annual Program Evaluations, Clinical Competency Committee meetings). Regularly attends monthly Program Administration Council meetings. Participates in ongoing professional development through attendance at national specialty society, ACGME and other learning opportunities.
• Assists in monitoring residents' duty hours and operative/case experience via regular review of data reports. Monitors work space and call areas utilized by program trainees; identifies outstanding maintenance issues and needs for updated equipment. Performs other duties as assigned by the Program Director.

• Experience: three to five years in administration and/or residency/fellowship program management, preferably in an academic health care setting.
• Education: Bachelor's Degree; Master's Degree valuable for large core residency programs.
• Licenses/Certifications: TAGME Certification highly desirable.
• Other: Proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint). Excellent organizational skills, ability to multitask, prioritize, work independently, and handle confidential information. Interest in medical education and working in health care. Capability to work independently and in a collaborative team environment with diverse staff, faculty, residents/fellows, and administrative personnel in support of the program's educational mission.
• Special Requirements: Works within the training program offices and may travel between WMC and NYMC campus buildings. Occasional weekends and early/late hours may be required for administration of in-training exams, recruitment, and orientation/on-boarding of new trainees.

• Mid-Senior level

• Full-time

• Project Management and Information Technology

• Hospitals and Health Care

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