Residency and Fellowship Program Administrator II

GENERAL SUMMARY OF POSITION:

Under the direction of the Residency Program Director, the Residency Program Administrator II provides operational management of the core residency program including recruitment, on-boarding, orientation, evaluation systems, data management and program accreditation.  The Administrator implements and coordinates personnel and regulatory procedures for incoming, continuing and graduating residents.

Provides administrative and operational management for the Department of Pathology clinical training program (Residency and Fellowship) including recruitment, on-boarding and offboarding, orientation, evaluation, data management, and program accreditation Directly responsible for the following activities, but not limited to:

• Provides ongoing supervision of administrative and programmatic support staff
• Oversees trainee recruitment and selection process including screening of all applications, compiling applicant packets, applicant ranking and submission of resident rank order list
• Facilitates and manages the coordination of multiple interview days and coordinates interviews with applicants, faculty and residents
• Manages the required national and hospital survey completion
• Ensures accurate and timely data verification and participation in various databases and programs including NRMP, AMA, and AAMC, and ACGME to maintain accreditation of training programs
• Manages the design and maintenance of program website and recruitment materialsPrepares letters of recommendation and verifications for Board eligibility
• Ensures trainee compliance with institutional and ACGME requirements
• Coordinates and processes paperwork for medical students, observers, visiting scholars and trainees
• Manages all appointments, reappointments and terminations of program trainees

MAJOR RESPONSIBILITIES:

• Oversee daily personnel management for programs, as the primary contact for program administrative matters and resource for participants within UMMS, outside affiliated teaching sites and external regulatory agencies.  Answer questions, evaluate and resolve minor problems, making referrals as appropriate.
• Oversee the management of the recruitment and selection process including screening of all applications, applicant ranking and submission of resident Rank Order List.  Coordinate interview days and meet with applicants. 
• Coordinate with designee(s) training site rotation schedules, clinic schedules, electives and other assignments for program participates 
• Complete required national and hospital surveys, collating and reporting program and trainee data.  Ensure timely participation in various databases and programs including National Resident Matching Program, AMA and AAMC reporting and ACGME data tracking systems.  .
• Participate in the development and implementation of program evaluation systems and ensure full compliance with UMMS and ACGME requirements for evaluation of residents, faculty, rotations and the program through a variety of evaluation tools. Provide training and support to participants and faculty.  Recommend modifications and improvements to the evaluation system. Retrieve and analyze evaluation data and make recommendations for program improvement.
• Monitor compliance with ACGME requirements.  Assist the Program Director with development of accreditation documents and institutional internal reviews and all related program correspondence  
• Participate in program committees and is actively involved in strategic planning, curriculum development and program implementation   
• Assist in the design and evaluation of program web site and recruitment materials, evaluate effectiveness of materials, recommend improvements, and maintain web site 
• Coordinate outside and visiting electives including preparing required documentation and program letters of agreement to ensure compliance with UMMS policies and procedures.
• Manage or delegate management of special events such as orientation, graduation, conferences, grand rounds, guest speakers, and other formal didactic events.
• Supervise support staff including hiring, performance management, workflow and problem resolution.  Train staff regarding UMMS programs and resolving problems for participants.
• Prepare letters and verifications for Board eligibility and credentialing and documentation for specialty board certification
• Prepare and monitor operating expense budget.  Allocate funds and oversee preparation of appropriate documentation for expenditure of funds. May participate in department budget preparation.
• Perform other duties as required

MINIMUM QUALIFICATIONS

• Bachelor’s degree in business or education or equivalent experience
• 3 years experience in health care or academic setting including supervisory experience
• Knowledge of accreditation requirements for graduate medical education and specialty boards certification preferred
• Proficient use of Microsoft Office (Word, Excel, Outlook, PowerPoint) and databases.  Able to quickly learn additional software programs and web-based systems.
• Demonstrated experience in preparing budgets, record keeping skills, and administering management practices
• Demonstrated project management and organizational skills with ability to set priorities, work on multiple projects simultaneously, and delegate tasks
• Excellent interpersonal skills to effectively interact with all levels of personnel both internally and externally
• Excellent verbal and written communication skills