Sr. GME Program Administrator

POSITION SUMMARY:

The Residency Program Coordinator works independently to assure that programs for the education of trainees in the Psychiatry Residency Program are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center and by all organizations and agencies that are involved with the process of determining accreditation of post-graduate medical education programs.

Responds to all inquires related to the residency training program, and interfaces with appropriate individuals, medical schools, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard and maintain trainees. Reviews applications on ERAS (Electronic Residency Application Service). Screens and requests additional material from applicant in order to set up interviews. Corresponds with appropriate individuals, medical schools, agencies to obtain information to compile profile of resident applicant. Responsible for obtaining exam results on resident applicants. Operating independently with minimal direction, the Sr. Program Administrator serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies.

Position: Residency Program Coordinator

Department: Psychiatry

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Maintains and updates training program website(s)
• Point person for preparing, coordinating, and organizing materials and logistics for program recruitment days as well as orientation for new trainees.
• Manages and performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes. Tracks completion of these tasks.
• Serves as a liaison for residents regarding benefits and Human Resources issues.
• Works with the Program Directors to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and their programs specialty board guidelines.
• Assists in preparations for site visits, self-study, and other internal and external review processes.
• Works with the Residency Management Suite application (New Innovations) to assist with tasks such as scheduling, procedure logging, and evaluations.
• Monitors and maintains accurate conference attendance, duty hours, and other issues related to training program and compiles program documentation and appropriate statistical data.
• Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations.
• Compiles data for Annual Program Evaluations (APE) and assists Program Director with tasks related to the APE and Program Evaluation Committee.
• Develops, communicates, and revises schedules to maintain up-to-date trainee rotation schedule for the year, including outside rotations, and electives (including rotators from other institutions).
• Coordinates affiliation agreements and serves as a liaison between BMC and other training sites and enlists GME Office help when appropriate.
• Develops resident's block and assignment schedules, "on-call" schedules; tracks vacation and sick hours
• Completes payroll on a weekly basis utilizing Kronos, accurately reflecting time off, including vacation days and sick days.
• Assists residents/fellows and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.
• Sets up conferences and meetings as directed. Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.
• Prepares and distributes information packages for meetings. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.

JOB REQUIREMENTS

EDUCATION:

• Bachelor's Degree plus at least 5 years experience in healthcare administration and management (or equivalent, i.e. Associates plus 7 years relevant experience ).

EXPERIENCE:

• Experience in medical education administration, grant writing, evaluation systems and faculty development preferred.

KNOWLEDGE AND SKILLS:

• Must have excellent interpersonal skills and ability to work with individuals from a variety of disciplines, and on a variety of levels.
• Requires excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and ability to maintain detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
• Requires ability to work with numbers, including preparation of grants, hours tracking for payroll, budgetary accounting, and data analysis.
• Strong computer skills and knowledge of Microsoft Office applications (MS Word, Excel, Access, PowerPoint) and web/internet is required.
• Experience with or ability to learn institutional GME software such as ERAS and New Innovations.