Provides secretarial/administrative support to employees or groups in the organization. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc. Receives, screens and directs incoming calls, visitors, mail and email. Maintains files, records, calendars and diaries. May arrange business travel, coordinate meeting arrangements, and/or track expenses
VariesSUPERVISOR' TITLE: Varies
TOTAL NUMBER OF FTEs DIRECTLY SUPERVISED:
TOTAL NUMBER OF FTEs INDIRECTLY SUPERVISED:
PURPOSE OF POSITION:
To benchmark; develop; educate and improve the quality of established residency/fellowship programs by analyzing; re-designing; administering and consulting with leadership and staff on the program objectives and annual goals. Responsible for a minimum of: 1 ACGME/ACCIP/CODA accredited program and 8 CCHMC residents/fellows (12 rotators=1 resident/fellow)
Assure program compliance with all regulatory, licensure and accreditation requirements, including but not limited to the ACGME Next Accreditation System, Annual Program Evaluation, Milestones, Clinical Competency Committee, Program Evaluation Committee, Self-Study and Site Visit. JCAHO, Ohio medical licensing, and/or other accreditation standards. May participate in activities related to organizational, regulatory, and governmental compliance. Understand and apply appropriate policies and procedures for work flow.
- Information Systems & Data Management:
Manage applications through the Electronic Residency Application Service (ERAS) program, San Francisco Match (SF Match), and the National Resident Matching Program (NRMP). Verify applicant eligibility including program selection policy, Education Commission for Foreign Medical Graduates (ECFMG), USMLE and visa requirements. Update NRMP quota for each recruiting season/program. Submit NRMP rank list along with Program Director. Proficient in skills related to the use of a variety of software and information systems, including systems specific to the GME industry. Create and maintain spreadsheets and databases. Produce graphs, charts and reports from spreadsheets. Use graphics and presentation software to produce complex presentations and reports. Develop/design/create, evaluate, and/or manage specific database(s). Input and ensure the accuracy and integrity of data and/or records. Standardize and document processes. May coordinate data collection. May conduct data analysis, create reports, and disseminate to the appropriate individuals.
Propose improvements and modifications that may have a significant impact on the success, professional quality and efficiency of the assigned programs and objectives. Manage the daily operations of the programs within the division. Audit and evaluate departmental program effectiveness using qualitative and quantitative research analysis techniques. Develop and implement new procedures, processes, services and systems to improve the consistent quality of the related programs. Develop program and individual trainee budgets and effectively administer program related events, ideas, concepts, themes, resources and materials. Strategically improve the programs by augmenting, leveraging, enhancing and optimizing the program fundamental strengths and flexible components. Provide administrative oversight and assistance for departmental operations and programs. Assist with special projects, reports, and assignments. Perform dedicated duties on a timely basis. Appropriately document work as necessary. Compile, organize, summarize, prepare and/or analyze data for designated projects and report appropriately. Research issues related to assigned projects. Distribute reports to the necessary parties.
Serve as a liaison with internal and external departments, programs and organizations. Continually explore community and external organizations opportunities to advertise professional program visibility and utilize all appropriate current resources. Administer and analyze program and individual evaluations required to ensure ongoing compliance with accreditation for all trainees and programs. Direct and develop the ongoing marketing and training programs recruiting information (websites, PowerPoint presentations, documents). Coordinate interviews schedules, accommodations, tours, lunches and dinners. Manage communication, both pre and post interview, with applicants. Coordinate post-recruiting season survey and analysis. Effectively demonstrates communication skills related to conveying relevant information. Develop and maintain efficient internal communication processes to support the activities of the department/program. Openly communicate across many departments. Keep key leadership, administrative staff and other stakeholders fully informed of projected and actual developments in a timely manner. Prioritize multiple requests for information. Assemble and distribute material for project communications if necessary.
Effectively demonstrates skills related to the completion and processing of forms, documents and reports. Compiles information and performs data entry for educational tracking. Acts as a liaison with Human Resources Management Services to facilitate personnel processes for clinical fellows and subspecialty residents, including but not limited to: leave of absences, vacation, travel, curriculum requirements, board certification requirements and evaluations.
Demonstrate competence in specific knowledge, skills and behaviors. Effectively communicate with team members and contribute to their growth by sharing knowledge, experience, and skills. Stay abreast of changes in key systems. Serve as a resource in the department and to GME programs in specific area(s). Educate and train all affected staff on program policy and procedure changes and the organization impact. Serve as the assigned program subject matter expert and consult with staff on a continual basis.
- Associate's degree or equivalent combination of education and experience.
- Three years related experience
- Associates Degree OR Bachelor's Degree
- TAGME certification
- Background in medical education
- Knowledge of medical terminology
- Notary public
Effective communication skills.
Ability to relate to diverse age and demographic backgrounds.
Demonstrate high clerical accuracy and attention to detail.
Proficient in computer and software applications (Windows -MS Word, Excel, PowerPoint, and PeopleSoft) as well as systems relative to the field of GME (e.g. New Innovations, MedHub and ERAS).
Proven exceptional organizational skills and able to work well under pressure. Analytic aptitude. Demonstrate an independent work initiative, sound judgment, diplomacy, tact and a professional demeanor. Knowledge of related regulatory requirements and standards. Extensive knowledge of the ACGME/ACCIP/CODA and its accreditation process. Prioritization and time-management skills sufficient to meet deadlines in a fast-paced environment.