Residency Program Administrator

Who Are We?

We at Pine Rest believe in the power of healing and that everyone in our community has the right to expert care for mental health and substance use disorders. We are much more than just the third largest non‑profit behavioral health system in the country, our 220‑acre main campus, and our network of clinical sites across Michigan. We are a tight‑knit community of healers who witness the impact of our life‑changing work each day.

703 Residency Support

40

First Shift (United States of America)

As the (GME) Residency Program Administrator at Pine Rest, you’ll be part of tight‑knit team that believes in the healing power of your expertise and compassion. Assists, tracks, and organizes residency and/or fellowship related administrative activities through applying fundamental knowledge in conjunction with the Program Director(s), Associate Program Director(s), and GME Manager. With intermittent supervision, organizes, coordinates, implements and administers the scheduling, education, evaluation, and implementation of all ongoing processes for the residency and/or fellowship programs.

Communicates with residency/fellowship candidates, sets up and maintains the data system, and monitors accreditation standards. Provides coordination and support for the communication and day to day operation of the department. Develops and maintains existing records, compiles statistical reports, and analyzes program activity. This position will play an important role in helping Pine Rest create and manage a high‑quality residency and fellowship programs.

Specific duties and areas of responsibility for this position shall be defined by the department manager or director. The GME Residency Program Administrator is dedicated to excellent customer service, enthusiastic about the care we offer, and foster a sense of belonging and empowerment in a diverse workplace.

• Creates a customer-friendly environment. Establishes/maintains mutually constructive relationships with customer (both internal and external). This may involve administration of policies and procedures related to the residency and/or fellowship programs and interacting regarding tasks related to maintaining accreditation.
• Evaluates/monitors the impact of program or process, recommending and implementing changes.
• Develops/maintains up-to-date record keeping systems, including data collection, data analysis and tracking related activity.
• Creates, distributes, and tracks evaluation completion in Residency Management Suite.
• Coordinates resident/fellow didactic schedule and tracks didactic attendance.
• Coordinates resident/fellow orientation.
• Assists residents/fellows with program questions using outstanding customer service
• Serves as a liaison between Program Director(s)/Associate Program Director(s) and residents/fellows.
• Approves and tracks resident/fellow time off (vacation, conference time, leave of absences, etc.).
• Inputs rotation schedule into Residency Management Suite and update schedule as needed.
• Tracks resident/fellow professional development account.
• Prepares resident/fellow reimbursement reports.
• Understands resident/fellow policies procedures and distributes to residents/fellows.
• Monitors licensure and other required certifications for residents/fellows.
• Prepares and submits paperwork for resident/fellow rotations.
• Monitors program website and submits updates as needed.
• Schedules administrative meetings (PEC, CCC, etc.), prepares agenda, and takes minutes.
• Manages all aspects of recruitment
• Coordinate and produce documentation and reports as requested by site reviewers.
• Establish and maintain all resident/fellow, faculty, and program files.
• Interact with residency/fellowship candidates to communicate the program requirements and procedures for application.
• Serve as administrative support person for peer review/due process meetings. Responsible for implementation and documentation of all related processes.
• Participate in sensitive/confidential meetings regarding faculty, residents/fellows, and problems within the program(s) and document and maintain the confidentiality…