Institutional Program Manager, Academic Affairs

at  Sutter Health

POSITION OVERVIEW:

The Academic Affairs Institutional Program Manager is responsible for coordinating all activities and responsibilities of the Graduate Medical Education Committee (GMEC) as required by the Accreditation Council for Graduate Medical Education (ACGME) and supports and reports to the Sutter Health Senior Director, Academic Affairs. The Institutional Program Manager oversees the administration of all internal special and focused program reviews, supports the GMEC, is responsible for the systematic management and retention of all institutional and program accreditation files and manages the day-to-day operations of the GME office.
The Academic Affairs Institutional Program Manager serves as the technical expert on the ACGME Annual Data System (ADS), the Residency Management Suites, and provides counsel to programs on required ADS filings and submissions. The Academic Affairs Institutional Program Manager must stay abreast of ever-changing ACGME institutional and common program requirements, institutional policies and procedures, affiliation and program letters of agreements, and other regulatory requirements.
Graduate Medical Education Office Support
Serves as the administrative support for the Senior Director, Academic
Affairs (calendar coordination, scheduling, record keeping, etc.)
Supports the Graduate Medical Education Office
Helps coordinate education and training for Program Directors, faculty,
residents, and GME personnel
In partnership with local GME administrative leaders, helps collect data
needed for ACGME, CMS and grant reporting (e.g. IRIS, APE, AIR, etc.)
Collaborates with Program Directors and local GME administrative leaders on
ensure compliance with ACGME requirements
Manages institutional Visiting Student Learning Opportunities (VSLO)
program
Graduate Medical Education Committee (GMEC) Administration
Manages the monthly GMEC agenda and meetings, ensuring coverage of all
GMEC responsibilities, pursuant to ACGME requirements and institutional
policies and procedures
Helps support and manage all GMEC sub-committees
Maintains accurate and complete meeting minutes with annotations
referencing specific ACGME institutional requirements for GMEC and GMEC
sub-committees
Oversees the administrative processes and provides counsel to faculty and
staff related to GMEC responsibilities including new program requests,
changes in resident/fellow complement, program structure/duration, new
program directors, and participating sites, pursuant to ACGME requirements
and institutional policies and procedures
Ensures complete and accurate GMEC membership
Internal Focused and Special Review Administration
Manages the administration of all internal special and focused reviews,
pursuant to ACGME institutional requirements and protocols
Counsels resident and staff reviewers on process for conducting program
special reviews, pursuant to ACGME institutional requirements
Performs administrative reviews to ensure programs are meeting ACGME
institutional and common programmatic requirements
Manages the schedule of all reviews and ensures timely communications to
programs being reviewed and review team members
Oversees the compilation of all internal review programs’ documentation and
facilitates dissemination to review team members, including information
from New Innovations
Monitors corrective actions and any required review report follow-up,
pursuant to GMEC direction
Affiliation Agreements & Program Letters of Agreement (PLAs)
Helps coordinate and maintain GME CRFs
Maintains and coordinates all areas related to affiliation agreements and
program letters of agreement
Counsels programs on ACGME required PLAs between programs and
participating sites
Reviews and ensures all PLAs meet ACGME requirements and institutional
policies and procedures
ACGME documentation and Annual Data System (ADS), milestones, surveys, and Annual Program Evaluations
Oversees ACGME ADS system for the Institution and provides technical
assistance to programs completing program and resident submissions and
updates pursuant to ACGME requirements
Maintains and updates GME office ACGME accreditation and GMEC records
for accredited programs
Maintains records of all accreditation communications and actions
Provides counsel to programs and assures program compliance with ACGME
annual ADS updates, ACGME resident faculty surveys, and Annual Program
Evaluations (APEs) by required deadlines utilizing New Innovations
Analyzes and compiles institutional and program statistical data for the
Annual Institutional Review (AIR) utilizing New Innovations
Other responsibilities
Establishes strong working relationships with Program Directors, Program
Managers and Coordinators
Manages all aspects of the Sutter Health GME completion of training
certificates and special awards
Coordinates the Designated Institutional Official (DIO) core residency
program meetings
Assists with institutional orientation for new residents and fellows,
institutional Patient Safety Orientations, and ACGME program site visits and
Clinical Learning Environment Review (CLER) site visits
Maintains accurate, up-to-date program data on the following systems:
ACGME ADS, FREIDA, GME Track, and other systems/databases, external
and internal.
Job Description:
This is a hybrid role. Onsite work can be done in either the Bay area or Sacramento.

EDUCATION

Equivalent experience will be accepted in lieu of the required degree or diploma.

• Bachelor’s: Business Administration, Healthcare Management or related field or equivalent education/experience

PREFERRED EXPERIENCE AS TYPICALLY ACQUIRED IN:

• 5 years experience implementing and managing large complex programs, projects, and initiatives.
• 5 years experience in healthcare setting.

SKILLS AND KNOWLEDGE

• Business planning, influencing and inter-personal skills for driving results in cross-functional team setting.
• Data-oriented, analytical and detail oriented with a passion for solving problems and a understanding of business processes.
• Effective cross-functional collaborator with the ability to effectively partner with teams through complex business situations to achieve program objectives.
• Organizational skills and the proven ability to manage multiple tasks and deadlines simultaneously.
• Superior oral and written communication skills with an innate attention to detail.
• Motivated and resourceful self-starter with the ability to anticipate needs, meet deadlines, and solve problems creatively, both independently and in team settings.
• Adaptability to interact with various types of visitors with poise and self-confidence.
  Job Shift:
  Days
  Schedule:
  Full Time

WEEKEND REQUIREMENTS:

None

Please refer the Job description for details