PROGRAM ADMINISTRATOR - FAMILY PRACTICE at Aultman Health Foundation – CANTON, Ohio

PURPOSE OF POSITION

The primary purpose is to provide administrative support for the Residency Training Program, Program Director, residents and medical students. Handles the day-to-day administration of the residency program and acts as the residency recruiter.

RESPONSIBILITIES & EXPECTATIONS

As dictated by the Accreditation Council for Graduate Medical Education (ACGME), a residency program requires a lead administrative person referred to as a program manager or program coordinator. This person frequently manages the day-to-day operations of the program and serves as an important liaison with learners, faculty and other staff members, along with the ACGME. The program coordinator is a member of the leadership team and is critical to the success of the program. As such, the program coordinator must possess skills in leadership and personnel management. Program coordinators are expected to develop unique knowledge of the ACGME and Program Requirement, policies, and procedures. Program coordinators assist the program director in accreditation efforts, educational programming, and support of residents.

JOB REQUIREMENTS

• Education: Bachelor's Degree or experience of at least five years in graduate or undergraduate medical education.
• Experience: Two or more years' experience in a medical or academic setting.

• Strong interpersonal and human resource management skills.
• Strong written or oral communication skills.
• Computer skills including word processing, Excel spreadsheets, and PowerPoint.
• Organization skills.

JOB DESCRIPTION

• Provide direct support for the Residency Director to assure compliance with the accrediting bodies (ACGME).
• Work independently and provide day to day supervision for support staff.
• Accept and delegate work requests submitted by faculty. Negotiate deadlines or alternative options as necessary, depending on current workload and competing requests or deadlines.
• Plans and/or oversees the scheduling of meetings, retreats, and special events.
• Serves on departmental committees.
• Responsible for design oversight, publication, and dissemination of program information via program brochure and website.
• Setting of schedule blocks through careful coordination with faculty and resident schedules.
• Coordination of the computerized database and rating system (ERAS). Carefully coordinates faculty and resident schedule for candidate interviews.
• Sets up candidate interviews, hotel stays, and provides correspondence pre- and post-interview to candidates.
• Participates in the review of applicant files.
• Creates and sends candidate surveys to all faculty and staff.
• Approve staff, resident, and faculty requests for time away (annual leave, flex time, etc.).
• Prepares a variety of required reports. With the assistance of faculty, develops and maintains the curriculum and resident manual. Sends policy and procedures for the FM Manual to faculty for review. Updates the Manual and website as needed.

• Residency Education and Certification
  • Creates resident schedules for each block according to scheduling guidelines, including rotations, call schedule, office schedule, vacation/conference schedule.
  • Updates and distributes rotation information and goals and objectives for each block.
  • Maintains and updates the rotation schedule.
  • Assists Administrative Chief Resident with preparing the call schedule each block.
  • Assigns resident rotation and faculty block evaluations and reports data.
  • Member of the Executive Committee—records minutes and prepares agenda.
  • Reports GME track, NRMP, ACGME, Web Ads, RTM (ABFM) NMS, and AAFP.
  • Tracks and reports faculty presentations, scholarly activities, and faculty development.
  • Completes annual resident Alumni Survey.
  • Member of the Curriculum Committee
  • Obtains faculty and resident signatures for employee education and policy distribution.
  • Member of Recruiting Committee.

• Residents
  • Acts as liaison between the residents and Program Director.
  • Approves resident travel and education money requests.
  • Coordinator for in-training exam.
  • Maintains and updates the rotation schedule.
  • Sends residents' commitments to attending physicians for every block.
  • Reviews Medical Records Delinquency Lists and notifies Program Director of any problem residents.
  • Maintains confidential resident evaluation folders, including documentation of progress, completion of residency training, and evaluations.
  • Maintains all log book data on New Innovations.com.
  • Assures ACLS, PALS, BLS, NRP, ALSO, and FCCS courses are current.
  • Assists ADME with resident block schedules to make attending payments.
  • Prepares final evaluation summary and residency verifications at residency completion.
  • Member of CCC Committee. Semi-Annually prepares reports on each resident for faculty to review during CCC meetings. Update resident milestones for ACGME.
• Director
  • Maintains current knowledge of the Director's responsibilities to assist and/or prepare reports, budgets, and correspondence within specified time frames.
  • Organizes the Director's appointment schedule to promote maximum efficiency.
  • Reviews upcoming appointments and/or unfinished business with the Director.
  • Schedules annual meetings of individual faculty with director.
  • Prepares faculty schedules.
  • Assigns and reports yearly faculty peer evaluations.
  • Assists with new faculty hires.
  • Assists Director with past resident verifications.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or veteran status.

WORKING CONDITIONS:

• 7:30am – 4:00 pm M-F or hours as required by the job.

• Subject to frequent interruptions and changes in priority of duties throughout the day.

• Sitting/standing/moving about during working hours

PHYSICAL REQUIREMENTS ADDENDUM

PURPOSE: To identify specific functions job requirements and work environment factors that could affect job performance.

Check all factors that are present as essential job requirements and check whether the factor is performed.

O = Occasionally = 0- 33% of the work shift or 0- 32 repetitions.

F = Frequently = 34-66% of the work shift or 32-200+ repetitions.

C = Constantly = 67-100% of the work shift or 200+ repetitions.

N = Not essential job requirement.

C Standing

C Walking

N Lifting (70 pounds)

N Carrying (70 pounds)

N Pushing (70 pounds)

N Climbing with (70 pounds)

O Stooping/Bending

O Twisting/Turning

O Kneeling/Squatting

N Crawling

O Reaching Up/Reaching Forward

Additional information concerning physical requirements for the position:

None

Updated 2/2021