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GME Internal Medicine Residency Program Administrator

Job description

Employment Type: Full-time
Posted data: 2021-04-20
Req: R-827


1138-NN - Coordinator

Business Title:

GME Internal Medicine Residency Program Administrator


Employee Type:

Admin. Professional

Job Family:

Administrative Professional - Not OT Eligible

Position Details:

The Elson S. Floyd College of Medicine (ESFCOM) at Washington State University is embarking on the accreditation and development of a next generation medical school designed to train students to be physician leaders, who innovate, adapt and discover in an ever changing healthcare landscape. The School is now inviting applications for the position of GME Internal Medicine Residency Program Administrator-Everett.

Summary of Duties:

The Graduate Medical Education (GME) Program Internal Medicine Residency Administrator is responsible for the day-to-day operations and administration of the Accreditation Council for Graduate Medical Education (ACGME) residency/fellowship training program and provide collaborative management to ensure continued program accreditation. The Program Administrator assists the Program Director(s) in developing and maintaining the educational quality of the training program. This position is accountable for establishing systems and processes to ensure their GME training program maintains continued national accreditation and compliance with institutional, local, state, and federal regulatory standards.

The GME Program Administrator provides leadership in implementing all aspects of the multifaceted ACGME requirements for their program. This position develops and implements effective strategies for resident recruitment and collaborates with department leadership to ensure that the educational goals of the residency program are met. This position directly oversees the resident/fellow’s daily schedules and serves as the primary liaison between the department leadership, residency/fellowship Program Director, chief residents, residents/fellows, program faculty, GME office, and affiliated teaching sites concerning residency program matters. They should be knowledgeable about educational and operational activities at the various training sites in which their residents/fellows rotate.


35% Program Operations

  • Meets regularly with the Program Director concerning training program and office management issues and activities and the status of projects.
  • Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement.
  • Maintains multiple databases with resident and faculty data, including the resident management system. Responsible for regular auditing of data to ensure accuracy.
  • Acts on behalf of the Program Director to keep residents, faculty, and staff up-to-date on matters of policy and processes for the residency program.
  • Provide training and support to all program staff for use of the GME Residency Management System.
  • Manages and coordinates departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
  • Manages program operations and educational activities and proactively uses resources to create instruments, facilitate focus groups, and conduct interviews to enhance the program.
  • Works with the Program Director and GME Office to ensure accuracy of monthly budget.
  • Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities.
  • Acts as a liaison between program and rotation sites, other participating programs, and hospital administration when necessary.
  • Establishes relationships and acts as a liaison to hospitals, internal departments, and divisions regarding resident recruitment, orientation, affiliation agreements, and external rotations.
  • Manage and update content of the program’s website. Creates and maintain external program advertising/media through websites, brochures, postcards, publications and program handbook.
  • Serves as the first point of contact for residency applicants, answering emails and phone calls rapidly with a high degree of professionalism.
  • Maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency recruitment season.
  • Manage and facilitate interview sessions, including the assignment of faculty members and preparation for all interview days.
  • Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the residency. Assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
  • Organizes meetings and oversees the preparation and distribution of materials for conferences and lectures and coordinates with outside lecturers for weekly Didactics sessions.
  • Ensures processing of all new resident/fellow hires, status changes, terminations and transfers, coordinating and collaborating with the GME Office.

30% Accreditation and Compliance

  • Communicate and facilitate residency/fellowship training program system policies and practices.
  • Interprets and applies various accrediting agency requirements to support compliance, including but not limited to the Accreditation Council for Graduate Medical Education (ACGME).
  • Maintains knowledge of regulations, policies and procedures set forth by Association of American Medical Colleges (AAMC), United State Medical Licensing Examination (USMLE), Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), Educational Commission for Foreign Medical Graduates (ECFMG) and others as pertains to individual programs.
  • Oversees residents’ duty hours and operative/case experience via regular review of data reports. Ensures any issues are appropriate resolved.
  • Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and “re-credentialing” of trainees.
  • Assists in the preparation and participates in the ACGME self-study, focused and full accreditation site visits, and other internal or special reviews.
  • Completes the ACGME annual update during the specified time frame.
  • Manage and facilitate the biannual activities of the Clinical Competency Committee and the annual meeting of the Program Evaluation Committee. Ensures appropriate documentation and communication of meeting outcomes.
  • Manages the evaluative processes of the trainees, program, faculty, and rotations, including monitoring compliance rates.
  • Manages the mandatory annual program review process.
  • Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines.

15% Resident/Fellowship Scheduling

  • Creation and implementation of annual resident rotation schedule in compliance with all educational experience requirements mandated by the ACGME including the appropriate assignment and arrangement of faculty preceptorship.
  • Responsible for assignment of all specialty and sub specialty rotations, including administration of arrangements and requirements necessary for outside rotations.
  • Collaborates with the Program Director, residents, and the Clinic Manager to develop and finalize monthly clinic schedules.
  • Oversee distribution of schedule to internal and external stakeholders.
  • Manages the development of the curriculum and details of rotations.
  • Manages records of resident leave (vacation, sick, etc.) and monitors mandated resident conference and didactic attendance.
  • Develops rotation schedules and assignments in accordance with the accrediting body and programmatic requirements.

15% Resident/Fellowship Evaluations

  • Collaborates with the Program Director in development of program evaluations that measure resident/fellow performance, faculty performance, educational content rotations and the program as well as outside evaluators, including nurses, patients/patient families, staff, technicians, etc.
  • Develops and oversees feedback process to division directors regarding rotation evaluations; analyze evaluation data and develops recommendations for curricular and service changes as needed with the Program Director and DIO.
  • Manages the evaluative processes of the trainees, program, faculty, and rotations, including monitoring compliance rates.
  • Manages creation and maintenance of evaluations in the GME Residency Management System and ensures the evaluations provide required data to evaluate resident performance on the ACGME program milestones.
  • Manages the Clinical Competency Committee and Program Evaluation Committee meetings and monitors these meetings to ensure all aspects required by ACGME are discussed and documented.
  • Develops processes to gather metrics to support the program’s ACGME Annual Program Evaluation report and ensures the submission of this report to GME administration.
  • Monitors action plans identified by the PEC and provides the Program Director and GME administration with status updates.
  • Verifies and documents trainees’ status and activities as needed.

5% Other

  • Perform related work as required

Required Qualifications:

A Bachelor’s degree in a field relevant to area of specialization and three (3) years of experience directly related to the specialty area. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

  • Three (3) years of experience related to assistance, support, or coordination of resident experiences (or similar) or other activities in an education, medical education, healthcare, health sciences, or equivalent setting.
  • Must be an independent decision-maker who possesses excellent organizational skills, maintains a high level of confidentiality, and who is skilled in managing multiple, simultaneous ongoing program demands.
  • Knowledge of Microsoft Software (Word, Excel, PowerPoint, and Outlook).
  • Must possess the ability to write and compose professional correspondence.
  • Must have solid customer service skills, both over the phone and in direct interaction with visitors and staff.

Preferred Qualifications:

  • Knowledge of medical terminology.
  • Specialized knowledge in GME accreditation and evaluation systems is preferred.
  • Training Administrators of Graduate Medical Education (C-TAGME) certification or ability to obtain this certification after date of hire.
  • Four years of management in a healthcare setting or academic setting (or equivalent work experience).
  • Strong decision making and prioritization skills.
  • Ability to work professionally and effectively in a multi-culture environment with the community, faculty, residents, other providers, and staff.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Graduate Medical Education
City, State, Zip: Everett, WA 98201
Department Link: Graduate Medical Education
Monthly Salary: $3,045-$5,317 commensurate with education and experience

FTE: 1.0
Permanent/Temporary/Project: Permanent
Screening Begin Date: April 16, 2021
Background Check: This position has been designated by the department to require a background check.
Application Instructions: This position has been re-posted and will remain open until filled, however, to ensure consideration, please submit your application as soon as possible.

Applicants must attach a 1) resume and 2) cover letter to their online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application. The screening of applications will begin April 16, 2021 and continue until a suitable candidate has been identified
Required Documents: Resume and Cover letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.




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Job No:
Posted: 4/4/2021
Application Due: 7/21/2021
Work Type: Full Time