GME Program Manager in Valhalla, New York at Westchester Medical Center

Department: Clinical & Academic Affairs Department Code: 221998

Job Summary: Under oversight and direction from the GME Program Director(s), and reporting to the Director of GME Accreditation, the GME Program Manager is responsible for the administrative and operational management of assigned residency and fellowship training program(s) and serves in a supervisory role to GME Program Coordinator(s) and GME Program Supervisors(s) within the clinical department. The Program Manager functions in collaboration with the GME Office, program faculty, residents/fellows (trainees), and other institutional officials as part of the training program leadership team. GME Program Managers generally serve as the primary program administrators for a core residency training program or large fellowship training program and have supervisory responsibilities over GME Program Coordinators and Supervisors in clinical departments with multiple GME training programs (i.e. internal medicine, pediatrics, neurology, etc.).

Responsibilities:

• Meets regularly with the Program Director(s) concerning program management issues and the status of projects. Provides support to the Program Director(s) and identifies and evaluates methods for improving program workflows.
• In collaboration with the Program Director(s) and GME Office, manages compliance with accreditation and institutional requirements.
• Supervises GME Program Coordinator(s) and/or Program Supervisors(s) for GME programs within the clinical department. Oversees preparation and submission of accreditation documents and institutional reports.
• In collaboration with Program Director(s) and the GME Office manages GME evaluation processes throughout the clinical department’s programs, identifying and implementing improvements.
• Mentors and coaches GME Program Coordinators and GME Program Supervisors in program administrative functions.
• Participates in the training of GME Program Coordinators and GME Program Supervisors both within and outside of the clinical department.
• Monitors and streamlines GME program processes within a clinical department to optimize efficiency and quality.
• Collaborates with Program Director(s) and the GME Office on professional development plans for GME Program Coordinator(s) and GME Program Supervisor(s).
• Provides administrative support and oversight to residents/fellows. Acts as a liaison between residents/fellows, the GME Office, and hospital departments and offices when needed.
• Manages resident/fellow orientation in collaboration with the Program Director.
• Educates residents/fellows regarding program and institutional policies and protocols.
• Manages compliance with procedures regarding licensing, moonlighting, resident/fellow contracts, appointment, and reappointment processes.
• Manages the administration of specialty-specific in-training and related exams. May proctor such exams or manage proctoring of such exams.
• Manages reporting to specialty boards, in collaboration with the Program Director(s).

• Maintains databases of resident/fellow and program faculty data in the residency management system (New Innovations), and accrediting body databases.
• Manages attendance records for residents/fellows, including use of sick, vacation, and personal days.
• Monitors resident/fellow clinical and educational work hours and related compliance with state and accreditation standards.
• Monitors resident/fellow case logs and clinical sessions as required for the specialty(ies).
• Monitors resident/fellow leave compliance, associated training extensions, and board eligibility, in collaboration with the Program Director(s) and GME Office.
• Manages rotation schedules for residents/fellows. Enters and maintains schedules in the residency management system (New Innovations). Assures accurate data for cost reporting and related functions.
• Manages evaluation processes for residents/fellows, program faculty, rotations/educational experiences, and the program, in collaboration with the Program Director(s).
• Manages annual accreditation update(s) and related reporting.
• In collaboration with chief residents/fellows (as applicable), ensures accurate entry of call schedules into program and institutional software.
• Manages purchasing and reimbursement process for the program, including oversight of pre-approval and reimbursement forms, and processes related to program activities.
• Manages program events, such as recruitment, graduation, well-being activities, and program retreats.
• Develops brochures, handouts, and flyers regarding program events and activities.
• Manages program website updates and promotional materials.
• Manages preparation of program annual budget request(s), in collaboration with the Program Director(s).
• Prepares and manages the schedule for program structured education and conferences, in collaboration with the Program Director(s).
• Manages the recruitment process for residents/fellows, including administration of application review, interview scheduling and conduct, policy attestations, and match processes.
• Oversees collection of materials required for visa processing, in collaboration with the GME Office.
• Manages processes and tracking related to program letters of agreement (PLAs), certificates of insurance, and related documented for program in- and out-rotations.
• Manages the conduct of program committees, including but not limited to Clinical Competency Committees (CCCs) and Program Evaluation Committees (PECs), including the preparation of materials, agendas, and minutes.
• Monitors workspaces and call room areas utilized by residents/fellows and identifies outstanding maintenance and equipment concerns for escalation to appropriate departments.
• Manages tracking of resident/fellow and program faculty scholarly activities, quality and patient safety activities, licenses/certifications, and participation in professional development activities.
• Collaborates with Program Director(s) on site visit preparation and submission of materials requested by accrediting and related bodies.
• Participates in Program Administrator meetings, Graduate Medical Education Committee (GMEC) subcommittees and task forces, and related meetings.
• Participates in ongoing professional development through opportunities available institutionally and through pertinent professional organizations.
• Performs other duties as assigned by the Program Manager(as applicable), Program Director(s), and GME Office

Qualifications/Requirements:

Experience:

• Three to five years of experience in administration, and/or residency/fellowship program management, preferably in an academic health care setting, required.

Education:

• Bachelor’s Degree in related areas, required
• Master’s degree, preferred

Licenses / Certifications:

• TAGME Certification highly desirable

Other: Proficiency with Microsoft office applications (Word, Excel, Access, Power Point). Should have excellent organizational skills, an ability to multitask, and prioritize competing priorities, work independently and handle sensitive information in confidential manner. Should have interest in medical education, and the desire to work in a health care setting. Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty and resident/fellows and other administrative personnel in a manner supportive of the educational mission of the program.

Special Requirements: Works within the training program office(s) and travels within WMC and NYMC Campus buildings as needed. (For integrated programs with training at sites other than , specify if position requires travel between training sites.) Occasional weekends and early/late hours may be required for administration of In-training exam, Trainee recruitment, and orientation/on-boarding of new trainees.