Professional Residency Program Administrator

Job Description
Main Function:
Requires administrator, and special knowledge of residency program requirements, managerial skills, and interpersonal communication skills to work with trainees, faculty, and staff from diverse cultural backgrounds.  
 
Oversee the Program Director’s office staff and to assist in the administration of the residency programs.  Responsible for day-to-day administration of the residency training programs.  This position reports directly to the Program Director of the Internal Medicine Residency and Transitional Year Residency Programs, and to the Designated Institutional Official (DIO) of the institution.  Also functions as a liaison between the Program Director and various other hospital departments.  Require attendance at conferences and workshops in order to keep updated with ACGME accreditation policies and changes, and visits to other local residency programs. 
 
Supports the DIO and the activities of the Graduate Medical Education Committee (GMEC).  These responsibilities include responding to ACGME requirements with the Institutional Coordinator at UMMC at Midtown.
 
Duties and Responsibilities:
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
 
Oversees the Program Director’s office staff.  Assist in the administration of the residency program and assumes day-to-day responsibility for administration of the Internal Medicine Residency and Transitional Year Residency Programs. 
Functions as a liaison between the Program Director and other hospital departments. 
Functions as a liaison between the Program Director at University of Maryland Medical Center Midtown Campus and other area Program Directors and Professional Administrator/Coordinators. 
Works with the Chief Residents to coordinate the resident rotation schedules, assist in preparation of all lectures/activities of the Department of Medicine.
Works with Chief Residents and Program Director to implement didactic educational curriculum.
 
Assures accreditation compliance.   Assists the Program Director and GME Director with the collection of data and the preparation and review of documentation for the ACGME Program and Institutional Review.  Requires periodic updates from all programs related to concerns identified in internal review and prior site visits.
Coordinates program wide surveys and meetings, including, but not limited to, those related to Resident Supervision and/or Patient Safety matters, and compiles summary reports, based on these surveys and meetings for the Program Director and GME Director.  Recommends corrective actions where out of line conditions/trends are indicated.
Plans, coordinates, and oversees accreditation program site visits and surveys
Demonstrates full knowledge and skill of the ACGME Next Accreditation System
(NAS)
Ensures smooth implementation and monitoring of accreditation compliance procedures such as Resident Milestones, Clinical Competency Committee, and the Clinical Learning Environment Review (CLER) process.
 
Completes and updates annual ACGME Accreditation Data System (ADS) for Internal Medicine and Transitional Year Programs.
 
 
Coordinates all aspects of the Internal Medicine and Transitional Residency Programs.Assures web-based information in MedHub remains current, particularly as it relates to Resident evaluations, Duty Hour compliance, Supervision and procedure privileges.  Serve as super-user of MedHub for the institution.  
Assists Program Director by helping to keep the program’s website updated and current.
Participates and helps organize the residents’ research projects. 
Assist in preparation and oversees the entire revision of the curriculum.
Reviews teaching programs, participates in resident quality assurance activities, and organizes resident social functions as requested.  
Facilitates completion of the ACGME annual survey by residents and faculty for both programs.
Maintains database of graduates and statistics of resident’s fellowship experience.  
Surveys alumni periodically as requested. 
Participates in the budget process for the residency programs and oversees it.
Oversee and coordinate resident recruitment, scheduling, job placement, and visa processing
 
 
Coordinates and participates in thoughtful and comprehensive internal reviews, serving as an administrative representative during each program’s mock review (internal reviews).  Develops thoughtful and thorough questionnaires related to these internal reviews, and documents the Review Teams findings and recommendations in well-written and carefully constructed narrative and summary report format
Conducts pre-site visit interviews with core faculty, staff, and residents to assure adequate preparation for external program accreditation reviews.  Assists Program Director and in the review of completed Program Information Forms prior to seeking the signature of the Chief Medical Officer on these documents. Develops efficient and effective monitoring tools and methodologies that identify opportunities for improvement and promote compliance of programs
Assists in the promotion of activities to foster compliance and awareness by serving as central conduit for dissemination of information to program directors, residents, and faculty about activities or concerns identified as a result of an external or internal information or requirement. Assures the communication network exists to solicit feedback from trainees and faculty, evaluate and respond to complaints, and address problems and issues through any means of communication (calls, e-mails, faxes, mail)
 
Serves as a sponsoring institution resource to the program director and residents related to human resources matters and resident performance management, and facilitates the Resident Due Process Hearing procedure (grievance) when resident remediation or resolution is not possible. In this role, also serves as an Ombudsman for residents in investigating and responding to complaints, questions, or concerns about their programs, assuring a dynamic and high-functioning “customer satisfaction” approach to program and institutional compliance by providing the appropriate forum where program directors and residents can raise concerns openly. 
 
Responsible for coordinating personnel functions in the department to include assigning work priorities and delegating special projects.  Completes assigned duties within specified times and demonstrates initiative in assisting co-workers with assignments to maintain smooth operations.  Maintains flexible work attitude, adapting to changes in the work environment and demonstrating initiative in solving problems within the scope of the related job description.
 
 
In the absence of the Program Director, provides support to the Director for Graduate Medical Education and Chief Medical Officer.  
 
Emulates the hospital policies and procedures as well as informs the Chairman/ Director for Graduate Medical Education and the office of the Chief Medical Officer on matters requiring their attention.
 
Participates and assists in special projects (i.e. new rotations, recruitment of new attending physicians) as requested, attends conferences/meetings as requested.
 
Leadership.Assures smooth operations and fosters team building by performing the duties as the need arises, and works additional or undesirable work schedules when requested.
Demonstrates ongoing support and compliance with UMMC Midtown Campus’ mission, vision and values, philosophy, goals, objectives, and policies.
Participates in pertinent departmental in-services.
Keeps abreast of changing hospital and departmental policies.
 
Customer Service.Respects the dignity, rights and confidentiality of all individuals, regardless of social or economic status, personal attributes or nature of health problems.
Maintains open communication with physicians, visitors/vendors and co-workers by greeting individuals and introducing self.  Speaks in a polite, clear, clam voice.
Exhibits telephone courtesy by identifying self and department, answering or delivering messages in a clear, concise, friendly voice and relaying accurate messages.
Complies with all aspects of departmental and hospital dress code. _______________________________________________________________________