FELLOWSHIP PROGRAM ADMINISTRATOR

University of Washington - Seattle, WA4.1

Full-time
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The Division of Pulmonary, Critical Care and Sleep Medicine is one of 13 sub-specialty Divisions in the Department of Medicine. The Division of Pulmonary, Critical Care, and Sleep Medicine has an outstanding opportunity for a full-time Fellowship Program Administrator. This position is responsible for administering two accredited clinical training programs of up to 24 trainees (Internal Medicine Critical Care and Pulmonary and Critical Care Medicine).

The Program Administrator (PA) is responsible for the day-to-day operations in compliance with the Accreditation Council for Graduate Medical Education (ACGME) residency/fellowship training program requirements. The PA assists the Program Director (PD) in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME accreditation standards and other regulatory requirements. The PA functions as a liaison between the PD, fellows, training faculty, UW Office of Graduate Medical Education (GME), participating sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which their fellows rotate.

The Program Administrator is responsible for the following program activities:

Program Accreditation and Compliance

Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements. Develop and modify program policies to comply with accreditation requirements where necessary.
Maintain all essential documents required for program accreditation.
Assist the PD in maintaining program information in the ACGME’s Accreditation Data System (ADS), including but not limited to current fellows, program faculty, scholarly activities, training sites, responses to citations, and program evaluation methods.
Support the activities of the Clinical Competency Committee (CCC) and its Chair, includes collating data on each fellow, coordinating CCC meetings, providing insight into fellow performance (e.g., in areas such as interpersonal and communication skills, teamwork and professionalism) taking meeting minutes, recording decisions, and managing the submission of Milestones data to the ACGME in coordination with the PD.
Support the activities of the Program Evaluation Committee (PEC) and its Chair, including scheduling and attending meetings, taking minutes, providing data and information for regular systematic program review and the Annual Program Evaluation (APE).
Coordinate ACGME self-study visits and focused site visits, when applicable.
Prepare Program Letters of Agreement (PLAs) in coordination with the GME Office with participating institutions and training sites. Ensure agreements are revised as needed.
Facilitate ACGME communications to fellows and faculty, including notifications regarding the annual ACGME Survey.
Maintain program and fellow statistics as identified for the hospitals for Joint Commission (TJC) accreditation requirements.

Recruitment

In collaboration with the PD/APD, establish annual policies and procedures for applicant recruitment.
Manage program information in FREIDA, ERAS (Electronic Residency Application Service), and specialty matching service (NRMP, SF Match, other).
Coordinate all components of recruitment including managing applications, developing an applicant review process with PD, scheduling applicants for interviews, hosting interview days, coordinating rank meetings, and working with the PD on the final rank list.
Produce program recruitment information such as web content, informational materials, and updating social media sites as needed.
Ensure adherence to National Resident Matching Program (NRMP) requirements, policies, and deadlines.

Fellow Appointments, Credentialing and Offboarding Process

Manage appointment process for incoming housestaff in coordination with appointment and credentialing process requirements provided by the GME Office.
Understand division/department staff involvement in credentialing process, including responsibilities of payroll coordinators and others.
Organize and schedule program-specific new fellow orientation.
Initiate appointment process for incoming fellows.
Manage appointment process for visiting fellows.
Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training, specialty-specific training).
Ensure fellow compliance with UW and UW GME credentialing requirements, including medical/dental licenses, DEA registrations, PECOS enrollment, immunizations, HIPAA training, Learning Gateway modules, and other training as required.
Facilitate application process for visiting residents and fellows, in compliance with the UW GME Visiting Resident/Fellow Policy.
Complete electronic health record (EHR) training registrations for fellows as required.
Field questions from applicants and faculty regarding visas and consult with the GME Office on all visa matters.
Arrange for pagers, ID badges, Husky Cards, keys, lab coats, etc. for fellows.
Work with Division Administrator and Research Fellow administrator to facilitate fellow changes in appointment from ACGME to non-ACGME clinical and/or research fellows.
Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training.
Manage offboarding activities including distributing graduate follow-up survey, ordering graduation certificates, terminating fellows UW Medicine Account access, and returning pagers and badges to the hospitals.

Fellow Files

Maintain educational files for all current fellows and graduates.
Archive graduated fellow files in accordance with UW Records Management retention schedules.
Coordinate with PD development and distribution of a graduate follow-up survey.
Maintain database and hard copy files of current and alumni housestaff.

Other Program Responsibilities

Complete surveys and ensure information is up-to-date in various GME systems such as Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack.
Coordinate and staff various committees, including the Clinical Competency Committee (CCC), Program Evaluation Committee (PEC), fellowship management meetings, faculty curriculum committee meetings, departmental meetings, meetings with the PD, and with fellows, and follow up on action items as needed.
Manage administrative and planning logistics for retreats and conferences (e.g., lectures, conferences, grand rounds, journal club, M&M, residency/fellowship retreats, BLS/ACLS courses, In-service exams) in coordination with primary division educational conference contact.
Provide guidance to faculty, fellows, and administrators on program, institution and GME policies.
Identify areas for systems improvements across programs and provide feedback to the PD/APD.
Act as point of contact for general administrative queries (e.g., reimbursement processes).

Fellow Schedules

In consultation with the PD, develop and maintain fellow schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in MedHub, and update as appropriate.
Communicate schedules to the hospitals, clinics, paging operators as needed.
Advice and counsel fellows concerning ABMS-specialty board and training track educational requirements, adjusting schedules to meet requirements when needed.
Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.
Manage off-site rotation schedules (affiliated institutions, away rotations).

Evaluations

Assist PD in development of program evaluations that measure fellow performance, faculty performance, educational content of rotations, and the program, ensuring these are written in competency-based language, as necessary.
Assist PD with the program’s Clinical Competency Committee (CCC) meetings, including preparation of evaluations and supporting materials for review, taking minutes, and completion of Milestones reporting to the ACGME.
Identify methods for obtaining evaluations by outside evaluators, including nurses, patients/patient families, staff, technicians, etc. (e.g. 360 evaluations).
Administer the evaluation process for the program in MedHub, and encourage timely completion by evaluators.
Coordinate feedback process to division directors regarding rotation evaluations; analyze evaluation data and develop recommendations for curricular and service changes as needed.
Ensure completion of confidential annual program evaluations by fellows and faculty.
Ensure timely completion of summative evaluations by the PD for graduating fellows.
Assist in the evaluation of faculty performance as it relates to the education program, incorporating confidential evaluations from fellows.
Coordinate fellow semi-annual reviews.
Assist the PD in preparing materials for review by the PEC as part of the Annual Program Evaluation (APE) process.
Manage submission of Milestones data to the ACGME.

Personnel/Supervisory Responsibilities

Consult on issues as the program liaison on inquiries from fellows, faculty, staff and department chairs.
Process and track vacation/leave requests for fellows.
Serve as a mentor and coach for program staff. Encourage collaboration and team building to support programs and trainees during their education.

Financial Responsibilities

Enter fellow schedules in MedHub in compliance with GME requirements for monthly tracking and billing of fellow activities. Regularly review schedules and enter changes as needed for accurate billing.
Understand allocation agreement (“Single Source”) for program including approved FTE at each site.
As needed, advise PD or administrators on recommended changes to allocation agreement, FTE usage at sites, or submitting GMEPAC applications.
Understand the cost of a trainee which includes salary, fringe benefits, union costs, and other associated costs from the program.
Coordinate with appropriate division staff during appointment process and payroll updates for the program’s fellows.
Track fellow leave (vacation, sick, professional, personal holiday, unpaid holidays) in MedHub and ensure adequate coverage of clinical services.
Assist the PD with providing documentation for requesting stipend allocation increases and changes through the GME Position Allocation Committee (GMEPAC).
Understand program reimbursement processes such as professional development and licensing, as outlined in the CBA.

Faculty Affairs and Development

In collaboration with PD, oversee the planning and implementation of faculty development activities, including developing tools to educate faculty on the ACGME core competencies, reporting ACGME survey results, ensuring faculty incorporate the competencies into their teaching.
Train faculty on the program’s evaluation methods in order to ensure that faculty evaluate fellows fairly and consistently.
Ensure program faculty possess the appropriate credentials indicated by the program’s RRC, as appropriate, and that their CVs are logged in the ACGME’s WebADS system, as required by the ACGME.
Maintain current faculty CVs with list of current publications.

Professional Development for the Program Administrator

Attend UW GME educational meetings (e.g., GME 101/ 102, Program Administrator meetings, monthly brown bags, and Program Director Development Series (PDDS) sessions).

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

REQUIREMENTS:
Bachelor's degree in a social science with 3-4 years of relevant experience.

Additional Requirements:
Experience in program administration and/or management in an education, healthcare or academic health care setting.
Advanced proficiency with Microsoft Office applications such as Word, Excel, Access, PowerPoint.
Formal budget or grants management experience.
Should possess superb organizational skills, an ability to multitask, prioritize competing priorities, work independently, and meet important deadlines.
Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, fellows and other administrative personnel.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED

Previous experience working in academic medical center or in medical education.
Familiarity with LCME, ACGME, AAMC and other accrediting and regulatory bodies that affect fellow education and training.
In addition, the Program Administrator should exhibit excellent communication (written, verbal, cross-cultural), problem-solving and decision-making skills; be proactive and willing to take initiative; be able to adapt quickly to changes in work requirements and assignments; and should exhibit diplomacy, leadership, compassion, and a sense of humor.