Program Administrator 1

Facility

Cape Fear Valley Medical Center

Location

Fayetteville, North Carolina

Department

Medical Education

Job Family

Professional

Work Shift

Days (United States of America)

Summary

The Program Administrator I (PA I) will be assigned a residency training program within the Graduate Medical Education Department (hereafter referred to as “Program”) and will be required to conform to the rules and regulations of the accrediting body as it relates to medical education. This individual will be responsible for various aspects of the Program to ensure its success. The PA I must be qualified to manage and direct interns, residents, fellows, and medical students assigned to the Program in conjunction with the ADME.
The PA I is crucial to the recruitment of residents and medical students to ensure the highest quality of training and to meet the Institution’s mission of providing the highest quality patient care. Activities will require an individual who has strong organizational and communication skills, detail for accuracy, and ability to multi-task. Maintain confidential records. Assignments may be long term and require the individual to track and monitor accomplishments.
The PA I will provide administrative management of Program’s continuing medical education programs; including: preparing, submitting, gathering, tracking, negotiating and preparing syllabi. Functions to include additional support for the program directors, faculties, interns, residents and medical students as needed.

Major Job Functions

The following is a summary of the major essential functions of this job.  The incumbent may perform other duties, both major and minor, that are not mentioned below.  In addition, specific functions may change from time to time:

Allocates resources effectively:

• Considers the cost vs. benefit of proposed expenditures

• Helps faculty, interns, residents and students make the most of limited resources

• Monitors their use of equipment, tools and supplies to prevent damage from abuse or neglect

• Annual budget preparation for the Program and tracking throughout the year

• Prepares, distributes and maintains all affiliation agreements and/or program letters of agreements for required rotations for the Program

• Submits all intern/resident/faculty educational stipends/vacation requests for processing

• Assists in the redesign operations of the Program while decreasing costs and increasing or maintaining quality

Departmental Administration:

• Prepares Program policies and procedures to conform to guidelines and accreditation

• Coordinates the daily office operations to ensure a smooth and efficient workflow

• Ensures that all files are maintained properly, complete and in accordance with the hospital and agency guidelines - establishes and maintains an efficient and timely filing system for all confidential records and files

• General administration/coordination of Program activities with faculty meetings, CME activities, program lecture series, schedules conference room, etc.

• Generates and maintains Program databases. Includes and not limited to, all Program personnel, interviewed applicants, rotating students, vacation allowance of interns and residents

• Generates original reports and correspondence

• Approves and submits orders for supplies to ADME for final approval

• Oversees and manages secure document storage process including storage and disposal of all confidential materials

• Completes all Program correspondence, data, and electronic registration requests from accrediting bodies in a timely manner

• Prepares letters of recommendations and verification requests for current and past house staff

• Prepares necessary informational material and reports for distribution in the prescribed timeframe

• Processes all Program personnel payroll using the appropriate time management

• Provides support, guidance and leadership to all students, interns and residents

• Administrates and coordinates all intern/resident recruitment activities for Program – travel, accommodations, and intern/resident, and student interviews and recruitment

• Reviews and manages all internal requests for information, documentation, data requests, etc. for the Program

• Edits correspondence for acceptable style, grammar and clarity for expression of reports, etc.

• Attends annual Accreditation Council of Graduate Medical Education (ACGME) annual meeting

• Willingly accepts responsibilities and assignments as assigned by the ADME, Chief Operating Officer and Senior Management of the Graduate Medical Education Department

Program Administration:

• Administration of Program’s evaluation process of interns, residents, students and teaching attending physicians

• Administration of Program’s recruitment process as outlined by the Program Director and ADME

• Prepares and maintains revisions to the annual publication of the Program’s residency manuals

• Organizes, prepares and participates in Hospital Days: registration, travel arrangements, distribution of materials and participation if needed

• Organization of the annual orientation of new interns and residents

• Prepares and coordinates program site visits (accrediting body) and generate reports for various agencies

• Verification of student loans, mortgages and deferments for residents

• Composes and distributes notices to interns and residents regarding educational stipend, log/evaluation and vacation balances. Assures accrediting body’s compliance with file information (application, state license, driver’s license, ACLS, training certificates, etc.)

• Prepares and maintains databases for monthly rotation, night-call, short-call, house-physicians and residents and lecture schedules

• Ensures quarterly and semi-annual evaluations for interns and residents with the program director are performed

• Tracks and follows-up on monthly intern and resident logs and evaluations

• Reviews and provides update to the ADME on Program’s website

• Prepares and maintains Program databases using New Innovations, Electronic Residency Application System, and AMION

Student Administration:

• Provide guidance and oversight to the Medical Education Coordinator (MEC) as it relates to the Program and its subspecialty activities of medical student education and rotations at the institution

• Oversight responsibility for the operation and management of the Program’s student rotations

• Prepares database with the Program’s medical student information for recruitment purposes

• Provides guidance to the MEC in assisting the Clinical Chairs, the DSME, or on-site faculty in arranging special presentations, meetings with the Program’s faculty or students, or other educational activities

• Provides assistance to the MEC in attending morning lectures - overseeing the sign in sheets and facilitation of the meeting

• Provides guidance and supervision to the MEC in preparation of the orientation of medical students

• Reviews and manages all written communication with the Program’s faculty and students at their regional site including announcements, letters and brochures

• Oversees the scheduling of the Program’s students entrance interviews with the program director

• Explains the Program’s policies and procedures, answer various questions, coordinate services and assistance and handle special requests or problems, routing to the DSME or Director of Clinical Rotations as appropriate

Events Administration:

• Oversees administrative management of continuing education programs including preparing, submitting, and gathering, tracking all CME activity, negotiating with hotels and caterers and other vendors and putting together syllabi for the Program

• Ensures morning report are assigned to interns/residents and students in an accurate and timely manner

• Identify appropriate outside facilities or caterers for functions and negotiates with vendors for price

• In conjunction with the ADME, organizes graduation events for the Program’s interns/residents and remain within the allocated budget

• In conjunction with the ADME, organizes the annual holiday and special events

• Assists lecturers with the use and set-up of AV equipment - ensures AV needs are communicated and arranged as requested

• Distributes and posts lectures for the Program

• Composes and distributes CME letters, confirmation and thank you letters to speakers for lecturers

• Provides guidance and oversight in the preparation of notifications, syllabus evaluation and other materials meet the requirements of the accrediting agencies

• Oversees database with lecture topics for each specialty, speaker and date of lecture.

• Oversees sign-in sheets and evaluation sheets to track attendance and evaluate the quality of conferences

• Oversees the preparation and distribution of emails and/or conference notifications

• Oversees the preparation of brochures and syllabi’s for each program including design, requesting and organizing materials from speakers and negotiating with printer

• Oversees the preparation of creative advertisements/invitations to special events and distributes accordingly, including posting of it in strategic locations

• Oversees organization of CME paperwork is complete and accurate in accordance with departmental and organizational guidelines

• Recruits and schedules participation of inside and outside speakers for lectures

• Distributes invitations to potential speakers

• Schedules conference room

• Solicits various pharmaceutical companies to secure funding, display fees, speaking engagements, etc. Identifies potential sponsors and negotiates support

Minimum Qualifications

The following qualifications, or equivalents, are the minimum requirements necessary to perform the essential functions of this job:

Education and Formal Training: 

• Associate degree required OR 4 years of GME experience may be considered in lieu of education

Work Experience: 

• 4 years of experience in a health-related environment required

Knowledge, Skills, and Abilities Required: 

• Proficiency in reading, writing, and speaking the English language

• Strong computer skills, including Word, Excel/Access, and PowerPoint required

• Verbal and written communication abilities are required to effectively express ideas and views when speaking to or otherwise communicating with hospital staff and persons in the community.

• Organizational ability is required to plan and control the activities of one or more hospital departments or functions and to recognize and establish priorities.

• Capacity to relate to people from various professional and nonprofessional backgrounds in a manner, which wins confidence and establishes support for the goals and objectives of the hospital and its administration.

• Knowledge of continuing medical education and event planning preferred

• Strong written, oral, and interpersonal skills essential

• Ability to multi-task and is well organized

• Medical Terminology

Physical Requirements: 

• Visual acuity to review data, reports, and make analysis

• Ability to move throughout the Medical Center

• Speaking and hearing to converse with individual members of hospital staff and to address various groups

Required Licenses and Certifications

Cape Fear Valley Health System is an Equal Opportunity Employer M/F/Disability/Veteran/Sexual Orientation/Gender Identity