Program Administrator

The Program Administrator I (PA I) will be assigned a residency training program within the Graduate Medical Education Department (hereafter referred to as “Program”) and will be required to conform to the rules and regulations of the accrediting body as it relates to medical education. This individual will be responsible for various aspects of the Program to ensure its success.

The PA I must be qualified to manage and direct interns, residents, fellows, and medical students assigned to the Program in conjunction with the ADME.
The PA I is crucial to the recruitment of residents and medical students to ensure the highest quality of training and to meet the Institution’s mission of providing the highest quality patient care. Activities will require an individual who has strong organizational and communication skills, detail for accuracy, and ability to multi-task. Maintain confidential records. Assignments may be long term and require the individual to track and monitor accomplishments.  

The PA I will provide administrative management of Program’s continuing medical education programs; including: preparing, submitting, gathering, tracking, negotiating and preparing syllabi. Functions to include additional support for the program directors, faculties, interns, residents and medical students as needed.#
** Major Job Functions
** The following is a summary of the major essential functions of this job.  The incumbent may perform other duties, both major and minor, that are not mentioned below.  In addition, specific functions may change from time to time:

Allocates resources effectively:
* 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
* Annual budget preparation for the Program and tracking throughout the year
* Prepares, distributes and maintains all affiliation agreements and/or program letters of agreements for required rotations for the Program
* Submits all intern/resident/faculty educational stipends/vacation requests for processing
* Assists in the redesign operations of the Program while decreasing costs and increasing or maintaining quality

Departmental Administration:
* Prepares Program policies and procedures to conform to guidelines and accreditation
* Coordinates the daily office operations to ensure a smooth and efficient workflow
* 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
* General administration/coordination of Program activities with faculty meetings, CME activities, program lecture series, schedules conference room, etc.
* Generates and maintains Program databases. Includes and not limited to, all Program personnel, interviewed applicants, rotating students, vacation allowance of interns and residents
* Generates original reports and correspondence
* Approves and submits orders for supplies to ADME for final approval
* Oversees and manages secure document storage process including storage and disposal of all confidential materials
* Completes all Program correspondence, data, and electronic registration requests from accrediting bodies in a timely manner
* Prepares letters of recommendations and verification requests for current and past house staff
* Prepares necessary informational material and reports for distribution in the prescribed timeframe
* Processes all Program personnel payroll using the appropriate time management
* Provides support, guidance and leadership to all students, interns and residents
* Administrates and…