GME Division Administrator - Dept of Surgery | Full- Time |Days

Overview

This position will manage the Department/'s Graduate, Undergraduate and Continuing Medical Education Trainings program(s). The position will report directly to the Program Director and/or Department Administrative Director. The principal type of work includes the development, implementation and maintenance of administrative policies, procedures, fiduciary oversight and educational programs at the University of Florida College of Medicine at Jacksonville within the Department of Pediatrics. Regulatory, accreditation, educational and operational components of medical education are essential to this position. The foremost role of the administrator is the day-to-day management of the program. With the program director, manage all aspects of the education program. Acts as an advocate for the trainees and program. Supervise medical education staff. Actively participate in the Performance Evaluation Committee, Clinical Education Committee, Recruitment/Selection Committee and national committee. The program director and administrator should build a positive, collaborative environment so that the trainee experience is optimal. The administrator will act for and make decisions in the program director's absence within prescribed limits of authority and in consultation with the APDs.

Responsibilities

Collaborate with the Program Director(s) and the University's

Office of Educational Affairs (OEA), other participating

institutions (BMC, DCHD, WCH, NAS, NCC) and multiple

private practice sites in assuring full compliance with the

Accreditation Council for Graduate Medical Education

(ACGME) Institutional Requirements and Program

Requirements. Ensure trainees have met institutional

requirements at all participating sites (BMC, UF, NCC, DCHD)

for billing compliance, clinical applications and all other

mandatory training. Prepare accurate and essential external

regulatory agency reports (AMA FREIDA, ACGME Web ads,

GME Track, ABMS board and other organizations specific to

specialties and subspecialties). Maintain ACGME WebADS,

New Innovations, and Dean's G: drive.

Supervise medical education staff including Program

Administrator, Clerkship Coordinator, and Chief residents.

Provide oversight of fellowship coordinators. Professional

growth & development is expected by attending institutional

and/or national undergraduate and/or medical education

meetings/conferences.

Manage all aspects of the recruitment process including

Electronic Resident Application System (ERAS) and the

National Resident Matching Program (NRMP) participation.

Negotiate contracts with hotel and restaurant service

providers. Review resident applications, determine eligibility,

communicate decisions to applicants, select interviewers,

advise interviewers, advise residents regarding recruitment

activities, mentor chief residents, participate in ranking

decisions.

Organize all personnel onboarding actions; new/courtesy

appointments, terminations/clearance (including summative

final letters of performance), State licensure and Educational

Commission for Foreign Medical Graduates (ECFMG) J1 visa

sponsorship in compliance with University policy. Coordinate

intern orientation with all educational partners (BMC, WCH,

NCC, and DCHD). Train chief residents in coordination of

orientation activities. Plan graduation activities annually. Work

with seniors to determine location, theme. Plan banquet for

100+ attendees. Communicate with faculty/divisions

regarding resident awards. Collaborate with fellowship

programs.

Create and maintain annual GME budget ensuring timely

submission of all program expenses, travel expenses from

program related activities including trainee scholarly activity

conference presentations and income to the University.

Prepare semi-annual evaluation reports. Advise PD of

resident performance and/or professionalism issues.

Participate in evaluation meetings, advising and counseling

residents as needed. Work with faculty and staff at all

participating sites to ensure timely and accurate completion of

evaluations. Train faculty on how to complete evaluations and

on milestone development (100+). Review and analyze

completed evaluations to identify problem areas. Identify PD

and/or advisor as needed.

Supervise management of all administrative aspects of the

undergraduate medical education clerkship (3rd year medical

students, 4th year medical students, physician assistant

students) including Visiting Student Application System

(VSAS) participation in collaboration with the OEA, UF,

Gainesville, NCC, WCH, DCHD and community partners

Collaborate with PD on program improvements and

integration with residency.

With PD and administration, develop marketing plan, create

materials, and attend residency fairs. Work with city agency

(VisitJax) to market city to applicants. Conduct post-match

marketing analysis. Maintain statistics regarding # of

applicants, interviews. Work with webmaster to ensure

maintenance of residency program/recruitment website.

Update social media as necessary (Facebook, program app,

Twitter)

In collaboration with PD, oversee the planning and

implementation of faculty development activities, including

developing tools to educate faculty on ACGME core

competencies, program evaluation methods. Ensure faculty

possesses appropriate credentials required by the ACGME

and maintain CV information in WebADS. Work

collaboratively with the PD and APD to implement and

monitor advisor program. Prepare advisor reports; provide

faculty development to new advisors and feedback to current

advisors regarding resident performance.

Provide oversight to fellowship programs, mentoring

fellowship coordinators, overseeing administration of

programs and coordinating educational and administrative

activities. Coordinate and participate in monthly meetings.

Oversee the maintenance of alumni data, scholarly activity,

personnel files and verification of credentials/training records.

Advise and consult on issues or inquiries from residents,

students, staff, faculty and community partners (200+).

Identify areas for programmatic improvements and develop

initiatives to address weaknesses.

Qualifications

Experience Requirements:

GME management required

5-8 years Program management ME experience with oversight of multiple training programs and staff

5 years Program management ME experience with oversight of multiple training programs and staff

2 years Program management ME experience with oversight of multiple training programs and staff

1 year Program management ME experience with oversight of multiple training programs and staff

Education:

Associates required or Bachelors required or Masters preferred

Equivalent educational course study equaling 90 plus credit hours/5-8 years of relevant work experience in lieu of a bachelors degree will be considered.

Supervise: 1 GME Program Administrator and 1 GME Clerkship Coordinator

Additional Duties: Additional duties as assigned may vary.

UFJPI is an Equal Opportunity Employer and Drugfree Workplace