GME Program Operations Manager

• Department GME Graduate Medical Education

Job Summary

Each program requires a lead administrative person frequently referred to as a program coordinator, administrator or as titled by the institution. This person manages the day-to-day operations of the program and serves as an important liaison with learners, faculty and other staff members, and the ACGME. The program coordinator is a member of the leadership team and is critical to the success of the program.

As such, the program coordinator must possess skills in leadership and personnel management. Program coordinators are expected to develop unique knowledge of the ACGME and Program Requirement, policies, and procedures. Program Coordinators assist the program director in accreditation efforts, educational programming, and support of residents.

Program Coordinator Roles:

Manager/Administrator

Data analyst for program improvement

Information resource for requirements from all regulatory agencies

Monitor and track duty hours/competencies and manage work hour compliance

Human Resources

Arbitrator and Counselor

Marketing and Publications

Training Curriculum & daily noon conferences

Responsibilities

• Manage and coordinate crucial interview season (Coordinators are the “face” of the program)
• Including applications, interviews, ranking session, rank list submission
• Manage all documentation and monitor document evaluation processes
• Manage processes for adverse evaluations and potential subsequent actions
• Understand accreditation, board, and institution requirements, including state and federal regulations
• Manage resident activities and schedules
• Identify the competencies
• Understand curriculum, goals, and objectives
• Manage and provide reports, summaries, and reviews of all training program activities
• Understand legal issues with regard to employment, visas, and disciplinary actions
• Have knowledge of personnel and human resources issues
• Access medical education resources and websites
• Utilize networking opportunities (face-to-face and online) efficiently and effectively
• Be actively involved in site visit and NAS
• Provide solutions for data management issues
• Understand budgeting issues
• Other duties as assigned
• Six Core Competencies for Coordinators
• Care
  • Manage accreditation issues effectively
  • Manage all aspects of the training program effectively
  • Support the duties and responsibilities of program director
• Knowledge
  • ACGME Common, Institutional, and Program Requirements
  • Monitor evolving board and accreditation processes and standards
  • Apply this knowledge to management for the training program
• Interpersonal and Communication Skills
  • Communicate effectively with all
  • Network and share information with appropriate institutions and individuals
  • Develop clear and concise written communication skills
  • Realize the value of your role as Counselor, Liaison, and Advocate
• Practice-Based Learning and Improvement
  • Appraise training program by looking at trends in GME
  • Competency language
  • Portfolio and files
  • Milestones
  • Improve training program by applying information learned through networking and evaluation
• Systems-Based Practice (Resource Management)
  • Develop an awareness and understanding of the larger world of GME
  • Know resources available for managing the program
  • Access websites and resources to find answers and to stay abreast of current issues
  • Apply knowledge to improving the program
• Professionalism
  • Understand and respect the confidential nature of managing the training program
  • Demonstrate respect for the confidences placed in you
  • Commit to being responsible for your actions
  • Present a professional appearance

Specifications

Experience

• 3-5 years office management experience
• 3-5 years office management experience in a medical setting or GME related

Education

• Associates Degree-Business Related
• Bachelor’s Degree

Training

• Must have working knowledge of Microsoft Office

Special Skills

• Candidate must be detail oriented, self-motivated, computer literate, and possess excellent interpersonal skills.