Program Specialist II

Overview

The Department of Graduate Medical Education at Macon & Joan Brock Virginia Health Sciences at Old Dominion University is seeking an outstanding Program Specialist II to join the team.

The GME Residency Program Specialist II position has three levels with varying educational requirements and position responsibilities.

The major responsibilities are defined at the discretion of the Program Director (PD).Promotion through the GME Program Specialist II levels require successive education, scholarly activity and responsibility within the program.

Appointments and Credentialing

• Manage appointment process for incoming trainees in coordination with appointment and credentialing processes with the Graduate Medical Education office.
• Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training).
• In conjunction with the Graduate Medical Education office, ensure compliance with all incoming resident/fellow orientation requirements, registration, and licensure processes.
• In conjunction with the Graduate Medical Education office and EVMS at ODU Human Resources, field questions regarding visas.

Data Base Management - Internal

• Manage all aspects of New Innovations Residency Suite including scheduling, duty hours, procedure logs, etc.
• Manage the ACGME ADS to include annual updates of program enhancement or corrective actions related to ACGME identified concerns or citations.
• Be aware of and oversee data collection for required ACGME accreditation reports including the updating of faculty curriculum vitae on an annual basis.
• Oversee completion of requirements for the Well-Being Index.

Data Base Management – External

• Manage specialty required procedure logger.
• Manage specialty required databases.
• Manage GME Track, National Residency Matching Program (NRMP), and other external databases.
• Be aware of and manage any data collection and reporting for certifying examinations.

Program Accreditation and Compliance

• Develop working knowledge of the ACGME policies, procedures, including the ACGME Common Program Requirements as well as Specialty-Specific requirements, or other accrediting body requirements.
• Assist in the development of program policies to meet accreditation requirements.
• Maintain all essential documents to substantiate compliance with requirements.
• Ensure intern/resident/fellow compliance with New Innovations Residency Suite Duty Hour reporting.
• Assist the PD with the Annual Program Evaluation (APE) and update the document as responses to concerns are conducted.
• Report activities taken to address accreditation citations or concerns in the ACGME ADS Survey into ADS.This should be done on a regularly scheduled basis.
• Manage and coordinate any ACGME site visits.
• Ensure all necessary accreditation materials are uploaded to ADS.
• At least every 5 years as a major program change occurs, prepare and update Program Letters of Agreement with all participating sites.
• Ensure annual meetings (phone or in person) occur between the PD and the educational site director at each participating institution.

Evaluation

• Assist PD in the development of program evaluations measuring trainee and faculty performance, content of educational assignments, and the program overall.
• Administer the evaluation process through New Innovations Residency Suites.
• Ensure evaluations are competency based and are returned within a defined time period from the end of the educational assignment or other designated due date.
• Identify and execute methodologies to ensure timely return of evaluations from off service supervisors and from individuals providing 360‑degree evaluations.
• Coordinate feedback to faculty.
• Ensure completion of annual program evaluations by the trainees.
• Staff and actively participate in the Clinical Competency Committee meetings.
• Summarize and provide trainee evaluation summaries to the Clinical Competency Committee.
• Enter Clinical Competency Committee milestone evaluation results into ACGME Accreditation System.
• Summarize and provide program evaluation summaries to the Program Education Committee.
• Coordinate trainee semi‑annual reviews.
• Assist the PD in the APE process.

Annual GME…