Senior Program Administrator GME - Herbert Wertheim College of Medicine

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and Mac Arthur Genius Fellows.

A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Florida International University (FIU) Herbert Wertheim College of Medicine (HWCOM) is a national leader in integrating community-based medical education and clinical care. We are dedicated to training socially accountable physicians, scientists, and health professionals committed to serving the community. HWCOM is an academic and clinical affiliate of Baptist Health, South Florida's (BHSF) largest not-for-profit health system. BHSF and HWCOM aim to develop a catalog of graduate medical education (GME) programs based out of BHSF's largest hospital, Baptist Hospital Miami (BHM).

• Responsible for the day-to‑day administration of multiple programs or a single large program, as assigned, including creating and maintaining departmental files, preparation of institutional forms and requests, creating purchase orders and tracking/reporting program finances on an ongoing basis in compliance with institutional and regulatory requirements.
• Create program's operational budget in conjunction with program leadership and OGME; manage and track future year projections to ensure budget compliance; manage and monitor budget(s) for variances.
• Manage and oversee trainee recruitment and graduation, including but not limited to application screening in the residency application software (e.g. ERAS), assisting with scheduling candidate interviews, ensuring trainees meet program requirements, securing meeting sites and venues, etc.
• Coordinate daily activities of the trainees to include developing and disseminating rotation schedules, scheduling conferences and meetings, developing and tracking completion of trainee & faculty evaluations, preparing for faculty meetings, taking minutes at various meetings and other activities as requested.
• Coordinate all logistics for program‑specific orientation of new trainees.
• Manage evaluation mapping of competencies and milestones; analyze evaluations and share trainee performance evaluations with program leadership via Clinical Competency Committee (CCC).
• Create conference schedules, ensure didactics meets accreditation requirements, and integrate new ideas.
• Maintain accurate records of the trainee schedule and experience including rotations, procedure logs, evaluations, duty hours, leave and paid time off to ensure accurate reporting through the residency management software and Intern and Resident Information System (IRIS).
• In collaboration with Program Director ensure compliance with ACGME program requirements, board specific requirements and annual reporting.
• Revise, create and implement policies/procedures in collaboration with Program Director. Critically evaluate policies to ensure alignment with institutional policies and accreditation requirements.
• Coordinate accreditation site visits, including preparing documents and actively participating in site visit.
• Ensure all databases and marketing materials are current and accurately reflect residency program information.
• Serve as a liaison between the program and the Office of GME and HWCOM Human Resources department to facilitate new trainee credentialing and onboarding as well as offboarding procedures.
• Provide guidance to trainees on program and GME policies, and non‑clinical aspects of the program.
• Liaison between the…