POSITION SUMMARY:
The GME Program Administrator is responsible for assuring that programs for the education ofInternal Medicineresidents/fellows are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC). The GME Program Administrator responds to all inquiries related to the training program, and interfaces withappropriate individuals, medical schools, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard andmaintaintrainees. Operating independently with minimal direction, the Program Administrator serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies.
Position: GME Program Administrator
Department: Medicine VC Education-Residency
Schedule: Part Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
The GME Program Administratormaintainsathoroughand up-to-date knowledge of ACGME common and specialty-specific program requirementsrelated to the administrative management ofthe Internal Medicinetraining program.They seeksupport and guidance from Program Director,Program Manager,GME office, and other Program Administrators,as needed.
They activelyparticipatein ProgramAdministratormonthly meetings, and other trainings/events through the GME office.
PROGRAM ADMINISTRATION RESPONSIBILITIES:
Maintains and updates training programwebsitein partnership with Department and Communications stakeholders.
Point person for preparing, coordinating, and organizing materials andlogisticsfor program recruitment days as well as orientation for new trainees.
Partners with GME Office around hospital-wide orientation.
Manages and performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes.
Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.
Serves as a liaison for residentsregardingbenefits and Human Resources issues.
Works with the Program Directors to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and theirprogramsspecialty board guidelines.
Assistsin preparations for site visits, self-study, and other internal and external review processes.
Responsible forestablishingand maintaining effective working relationships betweenthe,GME Office, training program leadership, and trainees.
Works with the Residency Management Suite application (New Innovations) toassistwith tasks such as scheduling, procedure logging, and evaluations.
Monitors andmaintainsaccurateconference attendance, duty hours, and other issues related to trainingprogramandcompilesprogram documentation andappropriate statisticaldata.
Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations.
Ensures that all evaluations areup-to-datein residency management software.
Compiles data for Annual Program Evaluations (APE) andassistsProgram Director with tasks related to the APE and Program Evaluation Committee.
Develops, communicates, and revises schedules tomaintainup-to-date trainee rotationschedulefor the year, including outside rotations, and electives (including rotators from other institutions).
Coordinates affiliation agreements and serves as a liaison between BMC and other training sites and enlists GMEOfficehelp whenappropriate.
Developsresident’sblock and assignment schedules, “on-call”schedules;tracks vacation and sickhours;calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines and alerts Program Director of any potential conflicts.
Assistsresidents/fellows and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.
Sets up conferences and meetings as directed.
Arranges for and confirms speakers; processes stipends for outside speakers;assistswith travel arrangements;booksconference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.
Prepares and distributes information packages formeetingsas necessary.
Takes and prepares minutes of meetings, asrequired.
Ensuresthat minutes and other written documents areaccurateand professional.
Composes high level correspondence, spreadsheets, and presentations independently and with professional quality.
Edits and proofreads written materials and verifies the validity of data and documents contained in all reports prior to submission.
Mayinitiateresponses (such as letters of recommendations, employment verification for loan deferments, etc.) for Program Director’s review or may complete and send out responses on their behalf.
Handles telephone calls and emails in a professional, courteous manner; responds to inquiries orroutescalls to theappropriate source.
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