GME Program Administrator - Endocrinology/Diabetes

The GME Program Administrator is responsible for assuring that programs for the education of <<Enter department(s) here>> residents/fellows are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC). The GME Program Administrator responds to all inquiries related to the training program, and interfaces with appropriate individuals, medical schools, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard and maintain trainees. Operating independently with minimal direction, the Program Administrator serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies.

Program Scope:
The Program Administrator may support small to mid-size programs independently, or is part of a team that supports a larger program.

Position: GME Program Administrator

Department: Endocrinology/Diabetes 2

Schedule: 40 Hours per week, On-site

POSITION SUMMARY:

The GME Program Administrator is responsible for assuring that programs for the education of Endocrinology/Diabetes residents/fellows are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC). The GME Program Administrator responds to all inquiries related to the training program, and interfaces with appropriate individuals, medical schools, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard and maintain trainees. Operating independently with minimal direction, the Program Administrator serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies. 

Program Scope:

The Program Administrator may support small to mid-size programs independently, or is part of a team that supports a larger program.  

JOB RESPONSIBILITIES:

• Maintains a through and up-to-date knowledge of ACGME common and specialty-specific program requirements and superb skills related to the administrative management of training program(s). Seeks support and guidance from Program Director, GME office, and other Program Administrators as needed.
• Actively participates in Program Administrator monthly meetings, and other trainings/events through the GME office.

Program Administration responsibilities:

• Maintains and updates training program website in partnership with Department and Communications stakeholders.
• Point person for preparing, coordinating, and organizing materials and logistics for program recruitment days as well as orientation for new trainees.
• Partners with GME Office around hospital-wide orientation.
• Manages/performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes. Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.
• Serves as a liaison for residents regarding benefits and Human Resources issues.
• Works with the Program Directors to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and their programs specialty board guidelines.
• Assists in preparations for site visits, self-study, and other internal and external review processes.  
• Responsible for establishing/maintaining effective working relationships between the, GME Office, training program leadership, and trainees.
• Works with the Residency Management Suite application (New Innovations) to assist with tasks such as scheduling, procedure logging, and evaluations.
• Monitors and maintains accurate conference attendance, duty hours, and other issues related to training program and compiles program documentation and appropriate statistical data.
• Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations. Ensures that all evaluations are up-to-date in residency management software.
• Compiles data for Annual Program Evaluations (APE) and assists Program Director with tasks related to the APE and Program Evaluation Committee.
• Develops, communicates, and revises schedules to maintain up-to-date trainee rotation schedule for the year, including outside rotations, and electives (including rotators from other institutions). 
• Coordinates affiliation agreements and serves as a liaison between BMC and other training sites and enlists GME Office help when appropriate.
• Develops resident’s block and assignment schedules, “on-call” schedules; tracks vacation and sick hours; calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines and alerts Program Director of any potential conflicts.
• Completes payroll on a weekly basis utilizing Kronos, accurately reflecting time off, including vacation days and sick days.
• Assists residents/fellows and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed. Sets up conferences and meetings as directed. 
• Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.
• Prepares and distributes information packages for meetings as necessary. Takes and prepares minutes of meetings, as required.
• Ensures that minutes and other written documents are accurate and professional.

The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required

EDUCATION:

• Bachelor’s Degree or equivalent combination of formal education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• TAGME certification (or another advanced degree or certification) preferred

EXPERIENCE:

• 2-7 years of relevant experience required. Prior experience with graduate medical education programs preferred.
• Previous experience with New Innovations preferred

KNOWLEDGE AND SKILLS:

• Excellent organizational, multitasking and communication skills
• Experience working both independently and in a team-oriented, collaborative environment is essential.
• Strong critical thinking skills, is able to identify issues and offer solutions. Has demonstrated comfort and ability working independently
• Ability to adjust with shifting priorities, demands, and timelines through prioritizing and problem-solving capabilities.
• Ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.
• Excellent attention to detail to maintain accurate and complete records of departmental activities and confidential personnel/training records.
• Advanced competency working with numbers, including payroll and budgetary accounting, and data analysis.
• Knowledge of and ability to operate various computer software applications, including but not limited to Outlook, Word, Excel, and Power Point.

JOB BENEFITS:

• Competitive pay
• Tuition reimbursement and tuition remission programs
• Highly subsidized medical, dental, and vision insurance options
• Career Advancement/Professional Development: Access a wealth of ongoing training and development opportunities that will not only enhance your skills but also expand your knowledge base.

 Boston Medical Center is an Equal Opportunity/Affirmative Action Employer. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to [email protected] or call 617-638-8582 to let us know the nature of your request.

Compensation Range:

$53,000.00- $77,000.00

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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