Under the direction of the Program Director, the GME Program Administrator 2 is responsible for the administration of a GME residency or fellowship program in accordance with accreditation requirements and institutional and program policies. The Program Administrator 2 coordinates annual program activities and the day-to-day operations of the program. The Program Administrator 2 serves as liaison between residents, fellows, faculty, other staff members, and internal and external organizations and interacts effectively with affiliated hospitals and other professional organizations. The individual who holds this position exemplifies the Rush mission, vision, and values and acts in accordance with Rush policies and procedures.
Other information:
Required Job Qualifications:
- Bachelor’s degree or equivalent combination of education and experience
- At least three years recent progressive responsibility in an educational, medical, or office environment
- Proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint)
- Strong verbal and written communication skills
- Strong interpersonal skills
- Excellent organizational skills with the ability to manage competing priorities.
Preferred Job Qualifications:
- Prior experience working in medical education preferred
Responsibilities:
- Plans and coordinates educational activities including scheduling speakers, coordinating presentations, and preparing and distributing agendas and materials. Negotiates contracts with facilities and caterers. Prepares reports and maintains documentation for all educational requirements.
- Collects data and documentation for annual accreditation activities and site visits. Assists program director with data entry in the ACGME ADS.
- Enforces trainee compliance with program, institutional, regulatory, and accreditation requirements, including work hours, case logging, and credentialing. Has a moderate to high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
- Coordinates the collection and storing of program data, generates management reports as needed and all documentation required by the institution, the ACGME, program committees, and department leadership.
- Demonstrates proficiency with Residency Database Management system. Coordinates the delivery of resident/fellow, faculty, and program evaluations; monitors completion; and produces evaluation reporting. Assists the program director in developing evaluation forms. Coordinates resident/fellow semi-annual and summative evaluations.
- Manages administrative and planning logistics for events, retreats, and In-service exams.
- Plans orientation activities and completes house staff onboarding requirements, including visa applications and licensing forms. Acts as a resource for house staff navigating onboarding.
- Provides documentation to assist in program oversight and compliance activities, such as program committees and the Annual Program Evaluation. Reports the results of these activities to internal and external organizations. Ensures program compliance with institutional policies and procedures.
- Staffs program committees by collaborating with committee chairs to develop agendas and collect and report on data. Coordinates meeting documentation and tracks follow-up.
- Maintains program policies and enforces compliance with program and institutional policies. Provides guidance to residents/fellows on program and GME policies. Maintains handbooks and training materials.
- Implements program improvement initiatives under the supervision of the Program Director.
- Under the supervision of the program director, implements policies and procedures for candidate recruitment. Coordinates application review process, communicates with applicants at all stages of recruitment, and schedules and manages interview day activities.
- Administers logistics of recruitment, including interviews and communicating with applicants.
- Maintains resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules. Records schedules and absences accurately in MedHub. Coordinates schedules with affiliated sites and ensures trainee documentation for affiliates is submitted. Maintains PLAs and accuracy of affiliated sites listed in MedHub and ADS.
- Updates content of external and intranet program websites as needed.
- Other duties as required.
