Under the direct supervision of the Education Manager, and in consultation with the Residency and Fellowship Program Directors, the Residency & Fellowship Program Administrator is responsible for managing the daily administrative activities of the residency and fellowship programs as outlined in the Accreditation Council for Graduate Medical Education (ACGME) Institutional, Common Program, and Specialty Program Requirements. In addition, the Program Administrator serves as a primary liaison between the Program Directors, residents and fellows, program faculty, University of Minnesota GME Office, affiliated teaching sites, and others concerning training program matters. The Program Administrator serves as the first point of contact for the training programs and possesses a spirit of cooperation, support, and understanding for working with physicians in training, prospective trainees, program directors, faculty, and other support personnel.
35% - Program Management
Manage all administrative aspects of the training programs, which includes, but is not limited to, schedule coordination, clinical and educational work hours monitoring, documentation/file management, trainee time away tracking, training verifications
Oversee all aspects of resident & fellow recruitment, including marketing efforts, organizing and facilitating interviews, serving as point-of-contact for applicants, collating applicant evaluation data, facilitating the Match process for residents, and extending offers to fellows
Create and coordinate program orientation activities for incoming trainees in partnership with the Program Directors, GME Office, and other stakeholders
Ensure that all trainees have the access, materials, training, and information they need to be successful upon starting in our programs, and upon graduation, that the trainee is ready to move onto their next endeavor after completing their responsibilities required by the department, ACGME, GME Office, and other stakeholders
Use technical writing and editing skills to draft and maintain trainee intranet, newsletters, meeting minutes, policies, etc.
30% - Compliance, Accreditation and Reporting
Acquire and maintain knowledge and proficiency on current requirements, policies, and procedures for the ACGME and ABP. Conduct annual review and updates in partnership with Program Directors and Education Manager. Manage data and coordinate accurate and timely completion of all required accreditation and program requirements. These requirements include, WebADS Annual Update, AIR Survey, Resident & Faculty Surveys, etc.
Serve as contact for all information requested related to program and hospital audits, providing timely and accurate responses
Point of contact for programs for the GME Office, MMCGME, ACGME, and external constituents regarding accreditation requirements for the trainees and programs
10% - Human Resources
Serve as program expert on HR policy and processes. Interpret policy and advise trainees and others on the most appropriate course of action
Facilitate agreement and appointment process for all trainees. Execute promotion, leaves, remediation/probation, and termination/graduation in collaboration with program leadership, GME Office, MMCGME, and departmental HR
Oversee master training record for individual learners between program, data systems, HR, and multiple other stakeholders. Ensure accuracy and consistency of data.
15% - Trainee and Department Education Resource
Possess current and accurate knowledge of guidelines and requirements for all trainees, programs, and education leadership. Serve as the first point-of-contact for department education requests. Participate in all UMN GME meetings and trainings to maintain direct line of updated information on policies, resources, requirements, and requests. Participate in all education related meetings and projects
10% - Other duties as they are requested by department and program leadership
This is a temporary, one year position with the intent of a further extension.
The University of Minnesota offers a comprehensive benefits package including:
· Competitive wages, paid holidays, vacation and sick leave
· Low cost medical, dental, and pharmacy plans
· Health care and dependent daycare flexible spending accounts
· Excellent retirement plans with employer match
· Disability and employer paid life insurance
· Wellbeing program with reduced insurance premiums
· Tuition reimbursement opportunities covering 75%-100% of eligible tuition
All required qualifications must be documented on application materials.
BA/BS or a combination of education and work experience to equal four years
Ability to exercise independent judgement
Highly organized with attention to detail in a fast-paced multitasking environment
Applies knowledge of skills to a recurring task or activity with emphasis typically on precision and timeliness of execution
Excellent written, oral and presentation skills
Proficient with Microsoft Office skills to include Microsoft Word, Excel, and PowerPoint
Google applications experience such as Mail, Calendar, Docs, Drive
Ability to leverage software technology to advance office operations
Experience using New Innovations’ Residency Management Suite (RMS)
Experience with process improvement
Ability to deal with ambiguity and exercise a large amount of independent judgment and discretion on important matters
Administrative experience in Graduate Medical Education and/or Undergraduate Medical Education
Internal Number: 338705
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.