Program Specialist II

The Residency Program Specialist II provides advanced administrative, accreditation, and educational support for the Internal Medicine Residency Program. In close partnership with the Program Director (PD) and the Graduate Medical Education (GME) Office, the program specialist coordinates program operations, accreditation reporting, trainee and faculty processes, evaluation systems, recruitment, scheduling, data management, and continuous program improvement. The position requires independent judgment, careful management of competing priorities, and effective collaboration across clinical, academic, and administrative settings.

This position will be located in Norfolk, VA on the main EVMS/ODU campus.

Data Base Management - Internal

• Administer all applicable components of New Innovations Residency Suite, including schedules, work hours, evaluations, and procedure logs.
• Manage the program’s ACGME ADS records, including Annual Updates and documentation of program improvements or corrective actions related to citations, concerns, and survey findings.
• Coordinate and oversee data collection for required accreditation reports, including annual updates to faculty curriculum vitae and program records.
• Coordinate completion of program requirements related to the Well-Being Index.

Data Base Management – External

• Administer specialty-specific procedure logs and databases.
• Manage program information in AAMC GME Track, the National Resident Matching Program (NRMP), FREIDA, and other required external systems, as applicable.
• Coordinate data collection and reporting related to specialty certifying examinations.

Educational and Curriculum Development

• Participate in the development and revision of competency-based goals and objectives.
• Assist with the development, organization, and maintenance of curriculum documents.
• Coordinate and actively participate in PEC meetings and the Annual Program Evaluation (APE) process.

Evaluation and Assessment

• Collaborate with the PD to develop evaluations that assess trainee and faculty performance, educational assignments, and overall program effectiveness.
• Administer the evaluation process through New Innovations Residency Suite.
• Verify that evaluations are competency-based and completed within established time frames.
• Implement follow-up processes to obtain evaluations promptly from off-service supervisors and individuals completing 360-degree assessments.
• Coordinate the delivery of evaluation feedback to faculty.
• Ensure trainees complete annual program evaluations.
• Coordinate CCC meetings and prepare trainee evaluation summaries for committee review.
• Enter CCC Milestones determinations into ACGME ADS.
• Prepare program evaluation summaries for PEC review.
• Coordinate trainee semiannual reviews and support the PD throughout the APE process.

Staff and Moonlighting Administration

• Process moonlighting request forms and monitor associated work hours.
• Supervise additional program staff assigned to support GME responsibilities, as applicable.

Records Management

• Maintain complete, accurate, and confidential educational records for current trainees and program alumni in accordance with institutional retention requirements.

Financial Administration

• Maintain resident scheduling data in New Innovations and submit required information to the Office of Business Management.
• Reconcile trainee assignments at participating sites with applicable funding allocations.
• Assist with management of GME budgets when assigned by the department.

Program Accreditation and Compliance

• Maintain current working knowledge of ACGME policies, procedures, Common Program Requirements, specialty-specific requirements, and other applicable accreditation standards.
• Assist with the development and revision of program policies needed to meet accreditation requirements.
• Maintain documentation that demonstrates program compliance with applicable requirements.
• Monitor trainee compliance with work-hour reporting in New Innovations Residency Suite.
• Support the PD with the APE and maintain documentation of progress on identified improvement actions.
• Document actions taken to address accreditation citations, concerns, and survey findings in ADS on a regular schedule.
• Coordinate ACGME site visits and ensure all required accreditation materials are uploaded to ADS.
• Review and update Program Letters of Agreement at least every five years and whenever a major program change occurs.
• Coordinate annual meetings between the PD and the educational site director at each…