<p>UW GME Program Administrator Job Responsibilities</p><p>The following job description for a GME Program Administrator outlines job duties specific to the role of the administrator in GME. It is understood that in some cases administrators may have additional responsibilities (managing student program, managing division activities) in smaller programs or that some of these duties may be parceled out to multiple people for larger programs.</p><p>OVERVIEW The GME Program Administrator is responsible for the day-to-day administration of the ACGME residency/fellowship training program and should be directly responsible to the training Program Director. The Program Administrator assists the Program Director in ensuring that ACGME accreditation standards are met, including establishing educational activities that support the curriculum and adherence to ACGME common program requirements and common subspecialty requirements; assists Program Director and faculty in planning, developing, and implementing residency/fellowship program quality improvement projects; ensures integration of ACGME core competencies into the program curriculum; coordinates site visit activities; manages duty hour and evaluation reports and ensures compliance; tracks time in GMETaBS for Medicare reporting; ensures GME policies and procedures are enforced and that departmental and program policies and procedures are created and enforced; has an understanding of the annual GME/program calendar; and helps develop strategies for resident/fellow recruitment and selection to maintain/develop a successful training program. The Program Administrator functions as a liaison between the Program Director, residents/fellows, GME Office, and other departments, and should be knowledgeable about patient care/operations activities at the various training sites where their residents/fellows rotate. </p><p>JOB DUTIES The Program Administrator and/or their staff are responsible for the following program activities:</p><p>General Program Responsibilities Daily/Ongoing: . Oversee day-to-day operations of the program. . Communicate with GME constituents (GME Office, department, faculty, residents, Board, ACGME) as needed. . Management of MedHub to track duty hours and monitor compliance with the duty hours standard, manage evaluations, track procedure/case logs, document conference attendance, and manage resident/fellow portfolios. . Knowledgeable of UW GME policies and procedures and advises housestaff on GME and program policies and procedures. . Knowledgeable of ACGME policies and procedures, including familiarity with and understand of Common Program Requirements as well as specialty specific requirements. . Ensure resident/fellow compliance with UW and UW GME credentialing requirements, including medical/dental licenses, DEA licenses, immunizations, and HIPAA, and other required training. . Develop and maintain housestaff rotation/call schedules; sends updates to paging operators as needed. . Manage off-site rotation schedules (affiliated instutitions, away rotations). . Evaluate housestaff morale and responds to concerns. . Coordinate various housestaff events including residency/fellowship retreats, conferences, BLS/ACLS courses. . Assist in housestaff remediation. . Field questions from faculty, potential and current residents/fellows about the UW GME visa policy and work with the GME Office on visa applications. . Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training. . Triage faculty/resident/applicant needs, advising them of policies, requirements, regulations, etc. . Process additional documentation as needed. . Hire, train, supervise staff, and engage in team/employee development. GME Program Administrator Job Responsibilities (Feb 2010) Monthly: . Set up annual and monthly lecture series, conferences, grand rounds, journal club, M&M . Schedule continuity clinics. . Enter schedule information into Amion, other scheduling systems. . Send out monthly rotation schedules to operators, clinics, etc. . Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling. . Process moonlighting forms. . Process vacation/leave request forms . Maintain residency database and hard copy files of current and alumni housestaff. . Ensure that confidential files and records of current residents/fellows are maintained and archived. . Coordinate and staffs various meetings, including residency management meeting, faculty curriculum committee meetings, departmental meetings, meetings with Program Director and with residents/fellows. . Maintain program library (journals, books, articles) . Submit on-call meal reimbursement requests . Provide office support for residents/fellows (i.e., assistance with editing publications). . Prepare affiliation agreements and program letters of agreement (in coordination with GME office) with participating institutions and training sites. . Develop program website for housestaff and faculty and prospective housestaff. . Process applications and appointments for visiting residents, fellows, and scholars. . Coordinate marketing activities for program (mailings, placing ads in journals/online, networking with other programs, emailing program directors).</p><p>Annually: . Create annual schedules . Coordinate semi-annual resident reviews. . Verify and process funding for resident and fellow stipends. . Update information for allocation agreements. . Organize annual retreats (e.g., clinical faculty retreats, resident retreats) . Submit training grant applications, renewals and five-year competing renewal applications . Survey alumni for feedback on fellowship experiences and current practice locations. . Coordinate donation campaign in conjunction with Alumni Office. . Maintain historical records of the program. . Develop program policies in coordination with the Program Director. . Complete annual program review (fellow survey, faculty survey, annual meeting). . Complete surveys and ensure information is up-to-date in various GME systems (Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack, ERAS, NRMP). . Submit annual reports to granting agencies. . Order equipment/supplies for residents/fellows as needed. . Annual program review</p><p>Fiscal Responsibilities Daily/Ongoing: . Oversee program budget and payroll. . Process reimbursements for supplies, travel, etc.</p><p>Monthly: . Manage and reconcile budgets . Records time/site distribution in GMETaBS for Intern Resident Information System (IRIS) reporting to CMS. . Tracks resident leave (vacation, sick, educational) and ensures adequate coverage of clinical services.</p><p>GME Program Administrator Job Responsibilities (Feb 2010) Recruitment and Selection Annually: . Partner with the Program Director to establish recruitment process policies and procedure. . Update and manage program information in ERAS (Electronic Residency Application Service) . Manage program information application submissions in ERAS . Produce recruitment brochures and content for program website, coordinates application review process, contacts applicants for interviews, schedule and manage interview day activities, and submits NRMP rank order lists.</p><p>Appointment & Orientation Annually: . Manages appointment process for incoming housestaff based on program and GME requirements and arranges for pagers, badges, keys, lab coats, etc. . Produces appointment packet for incoming housestaff, distributes in a timely manner . Plan, organize, and schedule program-specific new resident/fellow orientation. . Develop/revise housestaff manuals.</p><p>Evaluations Daily/Ongoing: . Ensure completion of housestaff, faculty, rotation and other (e.g., 360) evaluations in MedHub. . Coordinate feedback process to division directors and/or departmental chairs on faculty and rotation evaluations.</p><p>Annually: . Ensure resident/fellow and faculty completion of annual program evaluations. . Ensure Program Director completion of summative evaluations of graduating housestaff. . Assist in the evaluation of faculty performance as it relates to the education program (incorporating confidential feedback from residents). . Organize and staff an annual program review involving the PD, teaching faculty, and residents/fellows. Includes preparation of aggregated results of residents’ performance and/or other program evaluation results, and preparation of written action plans if deficiencies found in review.</p><p>Graduation Annually: . Organize annual awards banquet. . Manage exit interview process. . Manage Exit process (deactivating accounts, collecting badges and pages, etc). . Produce graduation certificates.</p><p>Accreditation Daily/Ongoing: . Ensure with Program Director that program is meeting specialty-specific and common program requirements, and follows up on any common and institutional requirements that are not met. . Maintain all essential documents required for program accreditation. . Makes changes to PIF on ongoing basis (keep a working copy).</p><p>Annually: . Manage and coordinate ACGME site visits, including preparation of site visit Program Information Form (PIF) and other documentation; along with Program Director, help prepare program, faculty and residents for site visit; arranges meeting rooms; ensure required documents are available to site visitor as requested; and serve as key participant in site visit. . Works with GME Office to schedule program Internal Reviews, prepare Internal Review documents, and participate in review meetings.</p><p>GME Program Administrator Job Responsibilities (Feb 2010) Professional Development . Regularly attends UW GME Program Administrator meetings. . Collaborate with colleagues in UW GME. . Attend local, state, and national GME and ACGME conferences. . Correspond with national colleagues. . Active in professional organizations (i.e., TAGME).</p><p>Other Responsibilities . Act as liaison on various education committees and implement committee decisions. . Develop faculty advisor program for career planning and research mentoring. . Maintain statistics for the Joint Commission for Accreditation of Healthcare Organizations. . Schedule inservice exams. . Provide resources for career development, job searches, job fairs; create fellowship and job opportunity file.</p><p>Faculty Affairs Daily/Ongoing: . In collaboration with Program Director, oversee the planning and implementation of faculty development activities, including: o developing tools to educate faculty on the ACGME core competencies and to ensure faculty incorporate the competencies into their teaching. o training on the program’s evaluations methods in order to ensure that faculty evaluate residents fairly and consistently. . Ensure program faculty possess credentialing requirements required by the ACGME. . Develop CME courses and track faculty attendance. . Update faculty CVs for publication purposes, ACGME (WebADS and PIFs). . Maintain faculty activity reports. . Process Faculty/Resident Educational Allowances.</p><p>Medical Student Clerkships Daily/Ongoing: . Manage medical student education programs. . Oversee medical student rotation planning, scheduling, and implementation under the direction of the medical student director.</p><p>Monthly: . Schedule medical student rotations . Process visiting student rotation</p><p>Qualifications Experience in administration and/or office management in an academic health care setting. Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint) and previous budget and auditing experience. The Program Administrator should have excellent organizational skills, an ability to multitask and prioritize competing priorities, work independently, and meet important deadlines. Must have an interest in medical education and the desire to work in a health care setting. Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows and other administrative personnel.</p><p>Desired Knowledge and Skills Previous experience working in GME and at UW. Familiarity with ACGME, AAMC and other accrediting and regulatory bodies that affect resident and 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, compassion and a sense of humor.</p><p>GME Program Administrator Job Responsibilities (Feb 2010)</p>