Sr Residency / Fellowship Admin

Residency / Fellowship Program Administrator

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Job Location : 601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening : Regular

Time Type : Full time

Scheduled Weekly Hours : 40

Department : 500038 SMH Dermatology Admin

Work Shift : UR - Day (United States of America)

Range : UR URG 109 H

Compensation Range : $26.90 - $37.66

Responsibilities

General Purpose : Responsible for the operational management of the Residency / Fellowship program(s) in the Department, including the accreditation, compliance, recruitment, evaluation, and education activities. Achieves and maintains advanced knowledge of agencies, regulations and training requirements related to training and (sub)specialty board certification and provides consultation to and direction from the program leadership to expand and enhance the quality of training program(s). Functions as a liaison between trainees, faculty, administration, Office of Graduate Medical Education (GME), external agencies and other institutions. Maintains discretion relative to confidential and sensitive program issues. Ensures compliance with regulatory agencies and maintain thorough documentation of individual trainee and program files. Develops and facilitates broad range marketing and recruitment initiatives. Identifies and executes process improvements for own areas of responsibility and participate in ongoing process improvement projects to enhance the administrative management of all training initiatives of the Department. Provides guidance and training to other staff. May oversee work of lower-level staff.

Essential Functions

• Develops, coordinates, and maintains educational curricula, including rotation goals and objectives, evaluations, and scheduling.
• Routinely reviews educational activities / rotations to ensure they meet program goals / objectives and ACGME / Board requirements.
• Develops, manages, delivers, and monitors an evaluation process for Program(s).
• Performs data analysis and generates summary reports that depict the strengths and opportunities for improvement for trainee and program growth.
• Develops and maintains written policies, procedures, goals, and objectives for program(s).
• Solicits, organizes, schedules, and publicizes all clinical and didactic conferences for program(s), utilizing appropriate system(s) for comprehensive conference schedule.
• Oversees participation, compliance, and attendance.
• Produces, analyzes and conveys results of summary reports to leadership to evaluate quality and effectiveness of conferences.
• Obtains and maintains advanced knowledge of program management software.
• Educates trainees, faculty, and peers on applicable actions and resources in relevant software.
• Acts as liaison to Department education staff, program faculty, and GME Office for software updates, reporting, and troubleshooting.
• Compiles, edits, and verifies trainee and program data for reports, surveys, correspondence, marketing, meetings, and other purposes.
• Plans and facilitates relevant program meetings for program management.
• Negotiates and facilitates program letters of agreement with outside entities, working with University departments and obtaining the necessary approvals.
• In collaboration with a representative of each Division, coordinates the participation of other learners in rotations related to (sub)specialty (including but not limited to visiting residents and visiting fellows).
• Maintains alumni database and reporting.
• Responsible for data integrity and maintenance.
• Develops, manages, and delivers alumni surveys annually for Program quality improvement.
• Research best practices and creates outcome assessment tools to measure the quality of the program(s).
• Utilizes and / or develops tools to evaluate trainee progression through milestones and against learning objectives.
• Continually assesses program compliance with applicable requirements. Identifies deficiencies and notifies leadership in a timely fashion.
• Makes recommendations and executes necessary changes for compliance. Manages and facilitates external and internal program reviews.
• Oversees and manages compliance pertaining to HIPAA, Board, ACGME, and duty hours requirements, GME policies, (sub)specialty organizations and others as needed.
• Creates and maintains well organized, thorough electronic files that demonstrate compliance and accurately reflect the clinical, teaching and research achievements of trainees and program(s).
• Prepares for and assists in the readiness of the program(s) applicable site visits, as well as GME internal reviews and other activities associated with program accreditation.
• Handles all documentation for new, returning, departing, and graduated trainees, including licenses, DEA registrations, applications, letters of recommendation, contracts, visas, and health compliance.
• Manages and monitors required forms and documentation for the trainee program.
• Oversees and / or coordinates program level trainee orientation activities and monitor trainee progress with GME onboarding requirements.
• Manages trainee assignments of space and supplies, facilitates repairs and necessary supplies as needed.
• Acts as key contact person for the program(s) and maintains contact with trainees.
• Attends non-clinical program meetings for education, curricular review, administrative work, and others at the direction of the Program leadership.
• Collaborates with department / division administration, develops and / or monitors program(s) budget, processes financial transactions and reimbursements, as needed.
• Maintains active membership and participation in the URMC GME Committee.
• Maintains active membership in applicable national organizations and attends national meetings to foster and maintain collegial relations with administrators from other institutions and up-to-date GME knowledge and skills.
• Plans, organizes, and manages arrangements for program(s) special events.
• Develops, edits, and publishes notices of events and announcements.
• Arranges for meeting facilities, equipment, travel, accommodations, and meals for small and / or large groups.
• Serves as back-up for other Residency / Fellowship Administrators, as needed.
• Provides guidance and training to other staff.
• May oversee work of lower-level staff.
• Oversees program recruitment, identifying and executing opportunities to streamline operations and utilize technology.
• Manages the application, inquiry, and interview process for program(s).
• Screens and evaluates applications according to ACGME / GME regulations and program quality indicators and determines candidate eligibility.
• Creates and distributes quantitative and qualitative reports to guide faculty in the review and ranking process.
• Arranges, oversees, and manages accommodations, events, refreshments, and supplies for program recruitment efforts.
• Negotiates and determines pricing and arrangements for venues, caterers, transportation, hotels, and others, ensuring that budgetary costs are reasonable and consistent.
• Organizes and executes each interview day experience for qualified candidates for program(s).
• Obtains and maintains advanced knowledge of the Electronic Resident Application System (ERAS).
• Oversees system for program recruitment.
• Creates, analyzes, and distributes relevant reports.
• Stays abreast of changes to applicable recruitment technology and procedures and reports to leadership regarding the impact of those changes on the recruitment process.
• Supports program leadership in the management of National Residency Matching Program (NRMP) and rank list for program(s).
• Stays abreast of changes to NRMP practices and reports to the program leadership the impact of those changes on the recruitment process.
• Supports social media needs of the program.
• Drafts and maintains website content and monitors posts for appropriateness and required action with some direction from leadership and Communications.
• Research best practices, surveys trainees, and makes recommendations to increase traffic and candidate interest in the program.
• Creates, develops, launches, and manages relevant social media presence(s) for the Residency / Fellowship program for various purposes (recruitment, wellness, alumni relations, etc.).
• Develops and / or imports content, manages posts and responds to followers.
• Partners with URMC Communications as needed and appropriate.

Other duties as assigned.