POSITION DESCRIPTION

Herbert Wertheim College of Medicine is currently seeking a Sr. Program Administrator GME to join our team of professionals in Baptist Hospital Miami.

Duties Include:

• Responsible for the day-to-day administration of multiple programs or a single large program, as assigned, including creating and maintaining departmental files, preparation of institutional forms and requests, creating purchase orders and tracking/reporting program finances on an ongoing basis in compliance with institutional and regulatory requirements.
• Creates programs operational budget in conjunction with program leadership and Office of Graduate Medical Education (GME). Manages and tracks future year projections to ensure budget compliance. Manages and monitors budget(s) for variances.
• Manages and oversees trainee recruitment and graduation, including but not limited to application screening in the residency application software (e.g. ERAS), assisting with scheduling candidate interviews, ensuring trainees meet program requirements, securing meeting sites and venues, etc.
• Coordinates daily activities of the trainees to include developing and disseminating rotation schedules, scheduling conferences and meetings, developing and tracking completion of trainee & faculty evaluations, preparing for faculty meetings, taking minutes at various meetings and other activities as requested.
• Coordinates all logistics for program-specific orientation of new trainees.
• Manages evaluation mapping of competencies and milestones. Analyzes evaluations and shares trainee performance evaluations with program leadership via Clinical Competency Committee (CCC).
• Creates conference schedules, ensures didactics meets accreditation requirements, and integrates new ideas.
• Maintains accurate records of the trainee schedule and experience including rotations, procedure logs, evaluations, duty hours, leave and paid time off to ensure accurate reporting through the residency management software and Intern and Resident Information System (IRIS).
• In collaboration with Program Director ensures compliance with Accreditation Council for Graduate Medical Education (ACGME) program requirements, board specific requirements and annual reporting.
• Revises, creates and implements policies/procedures in collaboration with Program Director. Critically evaluates policies to ensure alignment with institutional policies and accreditation requirements.
• Coordinates accreditation site visits, including preparing documents and actively participating in site visit.
• Ensures all databases and marketing materials are current and accurately reflect residency program information.
• Serves as a liaison between the program and the Office of GME and Herbert Wertheim College of Medicine (HWCOM) Human Resources department, to facilitate new trainee credentialing and onboarding as well as offboarding procedures.
• Provides guidance to trainees on program and GME policies, and non-clinical aspects of the program.
• Serves as a liaison between the program-specific accrediting bodies, program leadership and OGME. Primary contact for external organizations and stakeholders.
• Attends and presents at local and national meetings as appropriate.
• Performs other related duties as required or directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

MINIMUM QUALIFICATIONS

Bachelor’s degree and three (3) years of office or related experience.

• Responsible for the day-to-day administration of multiple programs or a single large program, as assigned, including creating and maintaining departmental files, preparation of institutional forms and requests, creating purchase orders and tracking/reporting program finances on an ongoing basis in compliance with institutional and regulatory requirements.
• Creates programs operational budget in conjunction with program leadership and Office of Graduate Medical Education (GME). Manages and tracks future year projections to ensure budget compliance. Manages and monitors budget(s) for variances.
• Manages and oversees trainee recruitment and graduation, including but not limited to application screening in the residency application software (e.g. ERAS), assisting with scheduling candidate interviews, ensuring trainees meet program requirements, securing meeting sites and venues, etc.
• Coordinates daily activities of the trainees to include developing and disseminating rotation schedules, scheduling conferences and meetings, developing and tracking completion of trainee & faculty evaluations, preparing for faculty meetings, taking minutes at various meetings and other activities as requested.
• Coordinates all logistics for program-specific orientation of new trainees.
• Manages evaluation mapping of competencies and milestones. Analyzes evaluations and shares trainee performance evaluations with program leadership via Clinical Competency Committee (CCC).
• Creates conference schedules, ensures didactics meets accreditation requirements, and integrates new ideas.
• Maintains accurate records of the trainee schedule and experience including rotations, procedure logs, evaluations, duty hours, leave and paid time off to ensure accurate reporting through the residency management software and Intern and Resident Information System (IRIS).
• In collaboration with Program Director ensures compliance with Accreditation Council for Graduate Medical Education (ACGME) program requirements, board specific requirements and annual reporting.
• Revises, creates and implements policies/procedures in collaboration with Program Director. Critically evaluates policies to ensure alignment with institutional policies and accreditation requirements.
• Coordinates accreditation site visits, including preparing documents and actively participating in site visit.
• Ensures all databases and marketing materials are current and accurately reflect residency program information.
• Serves as a liaison between the program and the Office of GME and Herbert Wertheim College of Medicine (HWCOM) Human Resources department, to facilitate new trainee credentialing and onboarding as well as offboarding procedures.
• Provides guidance to trainees on program and GME policies, and non-clinical aspects of the program.
• Serves as a liaison between the program-specific accrediting bodies, program leadership and OGME. Primary contact for external organizations and stakeholders.
• Attends and presents at local and national meetings as appropriate.
• Performs other related duties as required or directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position