GME Program Administrator

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet. The Department of Surgery has an exciting opportunity for a GME Program Administrator (A) position. The incumbent oversees and coordinates the daily operations of assigned medical residency or fellowship program(s). The GME Program Administrator (A) supports the program director(s) and residents/fellows by ensuring all administrative tasks are performed to standard to maintain compliance with Accreditation Council for Medical Education (ACGME) requirements. The incumbent establishes relationships with stakeholders to ensure a high level of service delivery. CORE JOB FUNCTIONS Manage daily administrative operations for one or more medical residency or fellowship programs. Assists the Program Director(s) (PD) and/or Associate Program Director(s) in developing and maintaining the educational quality of the training programs and ensuring compliance with ACGME accreditation standards and other regulatory requirements. Coordinates recruitment efforts and ensures compliance with requirements of the National Resident Matching Program (NRMP) Match process, to include scheduling of interviews, updating marketing material, and tracking candidates. Acts as a liaison for faculty, lecturers, and internal and external stakeholders. Assists in the preparation of letters of agreement with affiliated programs. Maintains knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements. Maintains learning materials including books, journals, computers, CD-ROM's, and other audio-visual materials. Ensures the resident management system for the programs is maintained, including updating resident demographic data and resident/fellow schedules, importing program and rotation goals and objectives, tracking conference attendance and vacation/leave schedules, and ensuring timely completion of duty hours reports. Ensures program information is updated in the Electronic Residency Application Service (ERAS). Ensures reports are submitted as required by the ACGME, the Graduate Medical Education Committee (GMEC), and other internal/external stakeholders. Collaborates in the development and implementation of operational policies, procedures, and standards. Adheres to University and unit-level policies and procedures and safeguards University assets. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary. CORE QUALIFICATIONS Associate’s degree in a relevant field. Minimum 4 years of relevant experience. DEPARTMENT ADDENDUM Department Specific Functions The GME Program Administrator provides comprehensive administrative support to the Program Director(s) in the development, implementation, and coordination of the assigned residency/fellowship programs in accordance with established guidelines, national and state standards, and other regulatory requirements. The GME Program Administrator oversee the planning and coordination of the operational day-to-day management, ensuring smooth administrative and operational processes. This includes managing schedules, evaluations, and documentation while coordinating rotations, recruitment, onboarding and other key milestones for physician residents/fellows. This role requires strong organizational, communication and leadership skills to foster collaboration among faculty, residents and staff contributing to the program’s overall success. Serves as a liaison between the Program Director(s), administrative leadership, UM/JMH Graduate Medical Education (GME) administration, (CME) continuing Medical Education office, Jackson Health System House Staff administration, faculty, resident and hospital staff to ensure seamless program operations. Provide administrative support for the ACGMEs Accreditation Data System in obtaining scholarly activities from trainees and faculty. Assist and participate in Recruitment related functions, such as, interviews, orientation, and social activities. Serve as Proctor for Examinations in accordance with the ABS guidelines. Responsible for participating and assisting in the planning of all annual events, educational related projects and activities. Assists, maintains and updates New Innovations online software Residency Management Suite. Responsible for maintaining and updating all residents/fellows/faculty files, demographics, evaluations, and all necessary documentation in accordance with ACGME requirements. To include Monitoring Duty Hours to ensure compliance and providing reports, when necessary, Responsible for reporting resident hospital assignments and submitting payroll information to the Jackson Housestaff office (bi-weekly electronic timekeeping system KRONOS). Coordinate Semi-Annual Reviews with the Program Director. Responsible for generating reports for six-month evaluation of resident/fellow to the program director and Clinical Competency Committee as required by the ACGME Coordinate and assist in weekly Grand Rounds. Helps in maintaining the ERAS database (Electronic Residency Application System) and oversees its processes during the recruitment season. Assists with trainee and rotating housestaff on all onboarding/offboarding credentialing and orientation. Assists, Manages and coordinates ACGME conducted accreditation site visits and internal reviews. Prepares Business expense reimbursement forms, non-employee reimbursement forms, IDRs, Work Orders, Check Requisitions and Purchase Requisitions. Performs follow-up to ensure quality of work product and/or actions are completed. Must be able to maintain a high level of confidentiality. Must have the ability to work in a high paced executive office and have excellent organizational and time-management skills. Must also be detail-oriented and possess multi-task skills. Responds in a timely manner to electronic communication and written correspondence from applicants, students, staff, faculty and other University and outside personnel inquiries. Required to communicate effectively both orally and in writing and to compile reports as necessary. Required to learn and become competent in the utilization of new software. Performs other duties as assigned. Department Specific Qualifications Associate’s degree in a relevant field New Innovations online software Residency Management System ACGME Program requirements #LI-GD1 The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for. The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information. Job Status: Full time Employee Type: Staff Pay Grade: A11 The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. Transforming lives With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe. 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