Job Description
The Gastroenterology (GI) Program Administrator will provide direction, leadership, and day-to-day management of the Gastroenterology and Transplant Hepatology Fellowship programs. This includes administration of the fellowship programs by providing education coordination between attending physicians/providers, fellows, hospital/clinical sites, institutional and regulatory administrative offices.
Ideal candidates will have experience in graduate medical education program management, or a willingness to learn, and motivation to become an integral part of the team. A successful candidate must demonstrate initiative, resourcefulness, and problem-solving skills in applying detailed knowledge of the responsibilities, functions, and underlying management structure of accrediting organizations, the Department of Medicine, and the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely workflow. They are comfortable in a fast-paced working environment managing multiple priorities.
This position is a combination of work-from-home and on-campus days with sporadic evening/weekend activities.
Responsibilities:
Program Accreditation Management (40%):
- Manage high-stakes accreditation self-study submissions and site visits. Recommend enhancements to drive accreditation preparedness with an understanding of organizational impact on the programs and their specific process and requirements. Propose and implement initiatives to address areas for improvement and citations.
- Ensure trainees and faculty are prepared to respond to the ACGME annual surveys. Work with the program director, faculty leaders and trainees to develop and execute on plans to address survey findings.
- Clinical Competency Committee (CCC): Manage evaluation system of trainees, faculty and rotations used by the CCC. Amend evaluations to reflect changes in the ACGME requirements.
- Develop and execute on approach to submit milestone reports to the ACGME.
- Program Evaluation Committee: Partner with committee to develop and implement action plans for programs to meet goals set during the annual program evaluation.
- Monitor Program Agreements to ensure all agreements are valid. Initiate contract renewal and manage domestic and international processes including negotiation of contract, relationship management, and leveraging contract services (legal, translation, etc.)
- Plan, coordinate and manage program components through Residency Management Suite (RMS), including evaluations, personnel data, portfolio, and procedure logger. Manage trainee duty-hour reporting and RMS rotation schedules and assignments (rotation protocol), which directly impact Medicare reimbursement.
- Monitor program FTE usage and identify if shifts need to be made; manage annual FTE budget request process.
- Monitor and maintain detailed knowledge of each national governing boardsâ™ physician training requirements. Formulate and recommend program-level solutions in response to policy and requirement changes.
Program Administration (40%):
- Serve as a point of contact for fellows and on all fellowship-related matters. Primary communications strategist for all program-related communications, internal and public-facing.
- Responsible for maintaining all current fellow and alumni records. Reviews all requirements for completion of training program, maintain alumni database, prepare final verification of training documents, and complete request for training verifications.
- Point of contact for program policy questions. Responsible for the upkeep and yearly updating of the Program Policy Manuals.
- Track and maintain time away for fellowships.
- Partners with program and departmental leadership to implement programmatic changes and process improvements.
- Manages and coordinates programmatic events (workshops, conferences, required exams, graduation, lectureships, job fairs, etc.).
- Fellowship Recruitment/Onboarding & Special Projects (20%)
- Manages all aspects of the annual recruitment season while serving as primary contact for applicants and faculty.
- Assist program directors in developing program admissions parameters, reviewing and selecting the initial list of strongest candidates, and analyzing faculty assessments to develop ranking of candidates. Upon completion, conduct recruitment cycle analysis to continually increase competitiveness of programs and identify areas for improvement.
- Manages program use of the Electronic Residency Application System (ERAS), the system used to manage applicants participating in the National Resident Matching Program (NRMP), while ensuring compliance of all policies and procedures.
- Develops and/or updates recruitment marketing documents, departmental website, multimedia promotion.
- Coordinates and actively participates in recruitment days and is part of the selection committee.
- Partner with education leadership in department initiatives.
- Support PI/co-PI and Associate Education Manager with oversight and management of grant application, disbursement, and reporting requirements.
- Other duties as assigned
The starting salary for this position ranges from $60K to $75K, depending on the candidate's education and experience.
Required Qualifications:(All required qualifications must be documented on application materials)
- BA/BS or a combination of related education and work experience to equal four years
- Demonstrated ability to organize and present complex information
- Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality
- Outstanding communication (oral and written), interpersonal, organizational skills with keen attention to detail all with an ability to work collaboratively with diverse audiences
- Proficient with Microsoft Office, Google Suite, and web conferencing software (e.g., Zoom, Microsoft Teams, Google Meet), with the drive to learn new systems as needed
- Highly organized with attention to detail in a fast-paced, multitasking environment
- Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines
- Candidates must be able to work both autonomously and collaboratively
- Ability to work occasional non-standard work hours to coordinate programmatic activities
Preferred Qualifications:
- Work experience in residency, medical, or medical education settings
- Working knowledge of RMS, ACGME, and American Board of Medical Specialties
- Professional program and/or project management experience
- Strong Excel and/or data analytic skills
- Demonstrated ability to be resourceful (i.e., identify errors and take initiatives to solve problems as they arise)
- Demonstrated ability to work across varying levels of an organization (i.e., leadership, colleagues, and trainees)
About University of Minnesota Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
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Job Tags
Contract work, Temporary work, Traineeship, Work experience placement, Work from home, Shift work, Weekend work, Afternoon shift,