GME Office Manager

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Full-Time Larkin Palm Springs Campus, Hialeah, FL, US

General Summary/Overview

With supervision and direction from the GME Institutional Coordinator and/or GME Director, the GME Manager (Manager) is responsible for the management of centralized operational activities administered by the GME Office, supporting GME programs and for the systematic management and retention of all institutional and program accreditation files. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Manager is responsible for directing work, advising, assisting in the decision process, and supervision GME Program Coordinators (PC). The Manager will interface with the GME Institutional Coordinator and/or Director, Designated Institutional Official (DIO), Human Resources, Finance, Medical Staff, IT, and other departments related to GME administrative operations.

Principle Duties and Responsibilities

• Provides support to the GME Institutional Coordinator and/or Director, Program Coordinators (PC) and Program Directors (PD) concerning program accreditation and program management.
• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the GME Institutional Coordinator and/or Director, PC and PD.
• Providesmanagementsupport and guidance for PCs
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
• Provides both administrative supervision and support to PCs. Acts as a liaison between PCs, PDs, GME Institutional Coordinator and/or Director and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements and external rotations.
• Assists in the planning and execution of department-level trainee orientation.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with guidance from GME Institutional Coordinator and/or Director.
• Implements processes with the direction of the GME Institutional Coordinator and/or Director in tracking and ensuring PC compliance with regards to licensing, moonlighting, annual contracts, and initial/re-credentialing of trainees.
• Monitor’s PCs weekly, monthly and yearly workflow and processes.
• Evaluates PCs yearly and submits merit increase recommendations.
• Assists the GME Institutional Coordinator and/or Director in standardizing office procedures and effectively troubleshoots and resolves issues.
• Maintains databases with program data, including New Innovations and ACGME ADS.
• Provides recommendations and input in the evaluative processes of the PCs.
• Assists GME Institutional Coordinator and/or Director in planning departmental annual events including recruitment, orientation, graduation, faculty meetings, as well as various meetings and program-related events.
• Organizes PC meetings and prepares and distributes materials for program conferences and lectures.
• Leads work teams in the development of GME brochures, invitations, or advertisements for events/lectures.
• Guides PCs in creating and/or maintaining external program advertising/media through websites, brochures, postcards, publications to include social media.
• Collaborates with the GME Institutional Coordinator and/or Director, PDs and PCs in the preparation for ACGME Site Visits and internal reviews.
• Receives inquiries from GME Institutional Coordinator and/or Director, DIO, PDs, PCs and trainees and redirects as necessary to others within the department.
• Manages day-to-dayoperationsof theGME office and department.
• Manages the trainee and PC payroll entry, paid-time-off approvals
• Processes onboarding and separation of PCs
• Creates a PC training schedule and plan for new PCs
• CounselsPCs and residents/fellowson programpoliciesand procedures
• Guides PCs in producingmanuals/handbooksfor residents
• Assist PCs in coordinatingprogramwideeventssuch asgraduation and orientation
• Maintainsfileson GME drive
• Communicatesdirectlywith specialtyboard,specialtysocietiesand other organizations
• Workswith thePCstoensureresidentcompliancewithmedical and controlled substancelicenses,BLS/ACLS/PALS,USMLE,TBtest,flu…