GME Program Specialist

Description

POSITION SUMMARY 

With oversight from the Program Director, the GME Program Specialist will provide administrative support to the Residency or Fellowship Program Director, Associate Program Directors, GME administration, faculty and residents as needed. The Program Specialist will continually assess and direct the day to day operations of the program including managing databases and required reporting, communication with faculty, residents and fellows, other Wright Center departments and external partners. 

REPORTING RELATIONSHIPS

This position reports to the Director of Education GME/GME Administration and the Program Director.

ESSENTIAL JOB DUTIES AND FUNCTIONS

While living and demonstrating our Core Values, the GME Program Specialist will: 

• Provide administrative supervision and support to residents and fellows. Establishes relationships with clinical training sites and internal departments and acts as a liaison regarding resident issues, requirements for rotations, orientation and Program Letters of Agreement. 
• Interpret and apply ACGME and other accrediting body policies as well as those of the clinical site and Wright Center policies to ensure compliance and support accreditation 
• Track, report and ensure compliance with programmatic procedures and licensing requirements, moonlighting (where permitted) annual & monthly required performance metrics and manages annual resident contracts and annual re-credentialing of trainees 
• Support the Program Director by documenting and reporting on aspects of the residency or fellowship training, inclusive of maintenance of a current schedule fulfilling all contractual requirements for FTEs, ensuring completion of formative and summative evaluations, goals and objectives, didactic conferences, procedure certification / procedures consult modules, duty hours monitoring, portfolio / scholarly activity FAC and remediation efforts, patient logs as needed, chart audits as needed, and training verification 
• Assist in data collection and synthesis for ACGME Annual Program Review, ACGME Internal Review, ACGME Resident Surveys, Online National Educational Surveys, ACGME WebADS, semi-annual ACGME Milestones data submissions, and GME Track program surveys 
• Schedule and manage trainee exams including ordering materials, arranging test day logistics and proctoring exams 
• Overall management and facilitation of Evaluation process for trainees across all programs including: 
• Generate formative and summative evaluations, including direct observation tools
• Track evaluation completion
• Scheduling and preparation of summative evaluation meetings
• Work with Program Directors/Associate Program Directors to ensure completion of all formative and summative evaluations
• Provide faculty development on the MyEvaluations software and evaluations process for both volunteer and key clinical faculty
• Overall management of the MyEvaluations.com software system, including:
• System linkages between evaluations and scheduling software
• Milestones linkages inclusive of Curricular, Reporting and EPAs
• Maintain evaluations databases, including:
• Accuracy in email addresses for all MyEvaluations User Accounts
• Semi-annual Resident/Fellow clearances
• Ensure patient evaluations are collected and tracked within MyEvaluations
• Coordinate with MyEvaluations support for any errors or discrepancies found within the system as relates to any component of evaluation
• Maintain resident scheduling in AmIon in cooperation with scheduling committee (PD, APD, chiefs)
• Coordinate elective rotations for residents including contacting clinical site to arrange rotation and ensuring PLA is in place
• Participate in the planning of departmental events including orientation, graduation, conferences and lectures as well as other program-related meetings and events
• Support development, coordination, creation and distribution of the Annual Program Calendar Maintain up-to-date listing of ACGME and internal program requirements for graduation and certification
• Coordinate with Human Resources to effectively onboard all incoming residents and fellows
• Coordinate Clinical Competency and Focused Assessment Committee meetings and others as needed and take minutes as needed
• Track & collect evaluation components of HRSA Teaching Health Center grant as relates to the residency program
• Assist with documentation for faculty and resident training
• Support the maintenance of database of post-graduation plans from graduates each academic year in 15-year increments
• Assist in the compilation of data for submission of IRIS FTE Reports

OTHER FUNCTIONS AND RESPONSIBILITIES

• Ensure all phone calls are answered and/or redirected accordingly
• Take direction from Program and Associate Program Directors
• Understand institutional policies and procedures
• Assist in renewal support and J-1/H1-B Visa processing, as needed
• Serve as a backup support for ERAS, MyEvaluations and Amion systems
• Participate in panel interviews during recruitment
• Participate in Accreditation efforts and Site Visits, as needed
• Perform other duties as assigned

Requirements

• Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
• Buy in and experience working in the EOS® model (strongly preferred)
• Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride 
• High School Diploma or equivalent required; college preferred
• Minimum three (3) to five (5) years administrative experience preferably in a healthcare or education setting with continually increasing management and leadership responsibilities
• Previous experience should include a minimum of one (1) year working in a customer service-oriented environment
• Familiarity with ACCME guidelines
• Must be able to relate well to all levels of staff
• Excellent interpersonal, communication and public relations skills, including the ability to incorporate diplomacy, tact and professionalism in day-to-day activities
• Strong organizational and time management skills and attention to detail
• Able to maintain sensitive and confidential information
• Excellent written and verbal communication skills (able to take meeting minutes)
• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint
• Working knowledge of ERAS, and other GME programs a plus
• Ability to make decisions independently or to escalate issues as needed
• Self-directed work ethic
• Ability to work reliably in a high-volume, high-demand medical educational environment
• Ability to work independently and with a team
• Willingness and ability to work a flexible schedule
• Ability to travel as needed
• Professional appearance a must