Residency Program Administrator

Job Summary

This person will manage the day-to-day operations of the program and serve as an important liaison with learners, faculty and other staff members, and the ACGME. Individuals serving in this role are recognized as program coordinators by 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 Requirements, policies, and procedures. Program coordinators assist the program director in accreditation efforts, educational programming, and support of residents. Programs, in partnership with their Sponsoring Institutions, should encourage the professional development of their program coordinators and avail them of opportunities for both professional and personal growth. Programs with fewer residents may not require a full-time coordinator;

one coordinator may support more than one program.

We are hiring two Residency Program Administrator positions. The successful candidates will provide direction, leadership, and day-to-day management of educational services to North Memorial Family Medicine Residency Program and the other will be for the St. John's Family Medicine Residency Programmedical residents/medical fellows. They will serve as the operational link between the Department's education administration, attending physicians, fellows, residents, medical students, and institutional and regulatory administrative offices.

The Program Administrator will be highly effective in organizing the North Memorial Family Medicine Residency Program and St. John's Family Medicine Residency Program residency. They will be effective serving as the first point of contact for the North Memorial Family Medicine Residency Program and St. John's Family Medicine Residency Program and will demonstrate initiative, resourcefulness, and problem-solving skills in applying detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems and ensuring orderly and timely work flow.

They are comfortable in a fast-paced working environment managing multiple priorities.

Please note:

Both positions are 100% in-person, standard hours are Monday through Friday, consisting of eight hours per day (plus a minimum 30-minute unpaid lunch) scheduled within a 7:00 AM to 5:00 PM window, with exact hours determined based on operational needs. While the role primarily follows these core hours, flexibility for occasional evening or weekend work is required. Although in-person requirements may be adjusted in the future based on the evolving needs of the clinic and residency program, remote or hybrid work is not currently an option.

Location:

Twin Cities

Full-Time

• Manage high-stakes accreditation self-study submissions and site visits. Recommend enhancements to drive accreditation preparedness with an understanding of organizational impact on the programs and their specific process and requirements. Propose and implement initiatives to address areas for improvement and citations.
• Ensure residents and faculty are prepared to respond to the ACGME annual surveys. Work with the program director, faculty leaders and trainees to develop and execute on plans to address survey findings.
• Clinical Competence Committee (CCC):
  Manage evaluation system of trainees, faculty and rotations used by the CCC. Amend evaluations to reflect changes in the ACGME requirements. Develop and execute an approach to submit milestone reports to the ACGME.
• Oversee Program Evaluation Committee:
  Develop action plans for programs to meet goals set during the annual program evaluation.
• Monitor Program Agreements to ensure all agreements are valid. Initiate contract renewal and manage domestic and international processes including negotiation of contract, relationship management, and leveraging contract services (legal, translation, etc.)
• Plan, coordinate and manage program components through Residency Management Suite (RMS), including evaluations, personnel data, portfolio, and procedure logger. Manage trainee duty-hour reporting and RMS rotation schedules and assignments (rotation protocol), which directly impact Medicare reimbursement.

• Monitor program FTE usage and identify if shifts need to be made; manage annual FTE budget request process.

• Monitor and maintain detailed knowledge of the national governing board's physician training requirements. Formulate and recommend program level solutions in response to policy and requirement changes.
• Consult with trainees and program faculty and review governing requirements to create individualized short and long-term trainee learning plans. Analyze…