Residency Program Administrator-Cherokee Hospital

JOB SUMMARY:

The Residency Program Administrator is responsible for the day-to-day coordination of the MAHEC Internal Medicine Rural Training Track Residency in Cherokee, NC . The Program Administrator provides knowledge and expertise to support the Program and Site Director in the management of all resident educational and professional experiences and to ensure program accreditation and sustainability. This role is a leadership position that will be responsible for the IM residents and other MAHEC residents that rotate through the Cherokee Indian Hospital. The ability to create new and maintain current relationships with hospital leaders is essential.  

This position will be based in Cherokee, NC. This person must be able to travel from Cherokee to Asheville as needed for in person trainings and meetings.

Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.

SPECIFIC RESPONSIBILITIES:

Residency and Fellowship Responsibilities:

• Responsible for understanding and enforcing the Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, and program requirements.
• Advises Program Director of requirement interpretation and provides input on policy development and program administration when appropriate.
• Tracks, reports, and ensures compliance with procedures regarding licensing with the North Carolina Medical Board and Drug Enforcement Administration.  
• Maintains proficiency in and use of residency management software, New Innovations, MyTipReport, Med Scheduler, and Smartsheet.
• Demonstrates high level of confidentiality and discretion required to manage variety of medical, fiscal and personal information.
• Supports the Residency Program Director in the management of residents experiencing difficulties including personal, educational, professional/behavioral and remedial issues. Assists in due processes for residents’ probation and termination in a confidential manner.
• Manages the resident evaluation process for the program via New Innovations and MyTipReport. Maintains compliance threshold with evaluations. Inputs evaluation data for community faculty. Pulls reports for clinic-only evaluations and collects additional feedback for those who are not at the compliance threshold.
• Works with faculty on developing didactics curriculum for the academic year based on ACGME requirements and residents’ needs. Maintains evaluations and surveys to assess residents’ educational needs. Tracks and schedules didactics lectures, communicating with faculty, residents and fellows to ensure attendance/compliance.
• Annually updates and distributes division program manuals for residents, advises residents on MAHEC policies and procedures, with specific focus on program policies.
• Organizes and schedules critical departmental planning committee meetings including: (PEC) Program Evaluation Committee, (CCC) Clinical Competency Committee, Scheduling Improvement/CQI workgroups, (APE) Annual Program Evaluation, Resident/Faculty Meetings, Advisor meetings and Resident Committees.
• Coordinates semi-annual clinical Competency Committee reviews by preparing materials, facilitating meetings, and submitting milestone data to the ACGME at a minimum of twice a year (bi-annually).
• Coordinates annual meetings with program faculty and Program Director.
• Completes daily clerical tasks, i.e. scanning, faxing and sending out meeting reminders.
• Manages room reservations for all program meetings, vehicle reservations and program activities using Event Management system (EMS).
• Collaborates with multiple GME Program Coordinator/Administrators and faculty schedulers to scheduling TY/Addiction residents for required rotations, courses and exams.
• Participates in the preparation of the department, faculty, and residents for site visit.
• Maintains up-to-date contact information for all outside attending faculty, lecturers, and residents and account information in New Innovations.
• Manages weekly didactics conferences in conjunction with the Program Evaluation Committee. Plans, develops, and maintains Wednesday conference schedule of resident, faculty, and community faculty speakers and presentations in New Innovations. Supports faculty and guest presenters and residents with their presentations.
• Organize and plans process of Program Evaluation Committee meetings by creating agenda, taking meeting minutes, and follow up with didactic/program issues
• Arrange ACLS, BLS, PALS training courses and follow-up review sessions for all residents.
• Organizes Procedure rodeos, Mock Codes, and Simulation lab activities.
• Manages and confirms procedure loggers ensuring ACGME compliance.
• Adds lecture dates/times onto resident and faculty schedules in New Innovations, Outlook and Medscheduler. Work with Faculty Scheduler and Business office specialist/scheduling department to block patient care.
• Tracks and verifies residents’ clinical procedures ensuring ACGME compliance.
• Works with faculty on developing curriculum and maintaining surveys to assess resident needs.
• Schedules meetings with faculty and residents including; coding reviews, advisor meetings, behavioral medicine advisor meetings, exit interviews, Program Director meetings, and Associate Program Director meetings.
• Tracks and submits resident timesheets bi-weekly.
• Monitoring residents’ duty hours weekly.
• Coordinates orientation, graduation, and special curricular week activities.
• Process reimbursement requests, pay bills associated with the program’s activities, and maintains/tracks residents’ CME Funds.
• Tracks and submits resident reimbursement into Workday.
• Maintain, distribute, and track progress of onboarding and advancement checklists.
• Collaborates with Program director in preparation of letters/forms of verification of training
• Maintenance of the Transitional Year residency program’s email account.

Resident and Fellow Recruitment Responsibilities

• Makes sure the Residency Program has established recruitment policies.
• Organization and Administration of activities related to recruitment season at MAHEC (September-March) including:
  • Assessing ERAS online applications and conducting initial screening of applicants
  • Planning hotel rates, reserved MAHEC vans, resident dinners, interview schedule, room reservations, MAHEC tour, Mission hospital tour, catered breakfast and lunch set up.
  • Sending out applicant photos/information each week to notify faculty
  • Maintaining and organizing all interview files
• Assist Program Director in the screening process and inviting candidates for interviews.
• Work with faculty and marketing department during the annual program evaluation to update websites and curricular area blurbs.
• Manages the interview process, ranking (Resident and Faculty Rank Meetings), and post-match activities (Match Day Party)

Resident and Fellow Schedule Responsibilities

• Develops, coordinates and maintains complex schedules for resident’s rotations.
• Maintains and manages accuracy of scheduling, rotations and curriculum in New Innovations.
• Coordinates resident schedules with all faculty coordinators in various GME departments.
• Ensures proper coverage for all hospital, outpatient and specialty clinics.
• Process leave requests (vacation, floater holidays and sick leave), ensuring proper communication and coverage in the absence of a resident.
• Communicates with outside providers to schedule specialty rotations based off each resident’s specialty.
• Coordinates electives for elective rotations. Each resident will have three months annually. These rotations will be based on their future training specialty.
  • Ensuring a Program Letter of Agreement is in place.
  • Manages relationship with each practice locations for resident’s schedules and makes sure we are able to evaluate on each rotation.
  • Tracking elective forms through New Innovations.
  • Plan annually when each resident will do their elective time to balance out the rotations and coverage needed for all other blocks.

This role description is a general description of the essential job functions.  It is not intended to describe all the duties the Residency Program Administrator may perform.

KEY COMPETENCIES:

• Communication Skills

Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.

• Decision Making

Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.

• HealthCare Knowledge

Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate.  This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.

• Interpersonal Skills

Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.

• Organizational Values

Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.

• Problem Solving

Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.

SPECIFIED SKILLS

• COMPUTER
  • Proficient in MS Word, MS Excel, and MS PowerPoint.

• FOREIGN LANGUAGE
  • Not Applicable.
• OTHER
  • Ability to prepare documents and correspondence in support of programs.
  • Ability to effectively present information in one-on-one and group situations required.

PHYSICAL DEMANDS

• Physical Demands: Light - Moderate energy level: Lift and carry 25 - 35 lbs, Push/Pull 50 - 100 lbs (empty bed, stretcher, etc.)
• Physical Activity: Frequent (34 - 66% of Workday)

SUPERVISORY RESPONSIBILITIES:

• May directly supervise a residency program coordinator.

EDUCATION AND EXPERIENCE

• MINIMUM QUALIFICATIONS:
  • Any combination of training and experience equivalent to a bachelor’s degree in office administration, business, healthcare management, education, or other related degree and three years of work experience in a residency program, academic setting, graduate medical education, or health care organization required. 
• PREFERRED QUALIFICATIONS:
  • Knowledge or experience with ACGME, ABFM, and other accrediting and regulatory bodies that affect resident education and training.
  • Familiarity with medical anatomy and terminology.

REQUIRED LICENSES:

• Not Applicable.

SCHEDULE:

Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.

POSITION COMPENSATION:

$56,800, FULL TIME + FULL BENEFITS AVAILABLE

MAHEC is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.