Program Administrator

Position: Program Administrator I- Full Time- Days
* Allocates resources effectively:
* a. Considers the cost vs. benefit of proposed expenditures. Helps faculty, interns, residents and students make the most of limited resources. Monitors their use of equipment, tools and supplies to prevent damage from abuse or neglect.
* b. Annual budget preparation for the Program and tracking throughout the year.
* c. Prepares, distributes and maintains all affiliation agreements and/or program letters of agreements for required rotations for the Program.
* d. Submits all intern/resident/faculty educational stipends/vacation requests for processing.
* e. Assists in the redesign operations of the Program while decreasing costs and increasing or maintaining quality.
* Departmental Administration:
* a. Prepares Program policies and procedures to conform to guidelines and accreditation.
* b. Coordinates the daily office operations to ensure a smooth and efficient workflow.
* c. Ensures that all files are maintained properly, complete and in accordance with the hospital and agency guidelines - establishes and maintains an efficient and timely filing system for all confidential records and files.
* d. General administration/coordination of Program activities with faculty meetings, CME activities, program lecture series, schedules conference room, etc.
* e. Generates and maintains Program databases. Includes and not limited to, all Program personnel, interviewed applicants, rotating students, vacation allowance of interns and residents.
* f. Generates original reports and correspondence.
* g. Approves and submits orders for supplies to ADME for final approval.
* h. Oversees and manages secure document storage process including storage and disposal of all confidential materials.
* i. Completes all Program correspondence, data, and electronic registration requests from accrediting bodies in a timely manner.
* j. Prepares letters of recommendations and verification requests for current and past house staff.
* k. Prepares necessary informational material and reports for distribution in the prescribed timeframe.
* l. Processes all Program personnel payroll using the appropriate time management.
* m. Provides support, guidance and leadership to all students, interns and residents.
* n. Administrates and coordinates all intern/resident recruitment activities for Program – travel, accommodations, and intern/resident, and student interviews and recruitment.
* o. Reviews and manages all internal requests for information, documentation, data requests, etc. for the Program.
* p. Edits correspondence for acceptable style, grammar and clarity for expression of reports, etc.
* q. Attends annual Accreditation Council of Graduate Medical Education (ACGME) annual meeting.
* r. Willingly accepts responsibilities and assignments as assigned by the ADME, Chief Operating Officer and Senior Management of the Graduate Medical Education Department.
* Program Administration:
* a. Administration of Program’s evaluation process of interns, residents, students and teaching attending physicians.
* b. Administration of Program’s recruitment process as outlined by the Program Director and ADME.
* c. Prepares and maintains revisions to the annual publication of the Program’s residency manuals.
* d. Organizes, prepares and participates in Hospital Days: registration, travel arrangements, distribution of materials and participation if needed.
* e. Organization of the annual orientation of new interns and residents.
* f. Prepares and coordinates program site visits (accrediting body) and generate reports for various agencies.
* g. Verification of student loans, mortgages and deferments for residents.
* h. Composes and distributes notices to interns and residents regarding educational stipend, log/evaluation and vacation balances. Assures accrediting body’s compliance with file information (application, state license, driver’s license, ACLS, training certificates, etc.)
* i. Prepares and maintains databases for monthly rotation, night-call, short-call, house-physicians and residents and lecture schedules.
* j. Ensures quarterly and semi-annual evaluations for interns and residents with the program director are performed.
* k.…