JOB SUMMARY The Graduate Medical Education (GME) Program Administrator 1, in partnership with the Program Director and the GME Office, provides oversight to the GME training program. This position is accountable for all administrative help duties of the GME Office, for the Program Director, residents and fellows. This position is also accountable for compliance monitoring in accordance with the Accreditation Council for Graduate Medical Education (ACGME) and other accrediting bodies.
ESSENTIAL FUNCTIONS OF THE ROLE
Performs all administrative and operational tasks for the training program including assisting the Program Director, Associate Program Director(s) and the residents/ fellows as appropriate. This may include, but not limited to, managing conference schedules, in-training exams, program committee meetings, recording minutes, generating and examining program data reports, and creating and tracking action plans for improvement.
Develop a thorough knowledge of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; give guidance about accreditation & program management; develop program policies to comply with ACGME accreditation requirements;
Ensures all incoming residents are ready to begin their clinical training by the beginning of their first rotation, while working cohesively with the GME Office in getting all HR, Employee Health, TMB and other on-boarding documents completed in a timely way.
Serves as a liaison between both internal and external agencies in reaching compliance of the on-boarding process. Organizes recruiting efforts of potential residents and fellows by reviewing applications for criteria met, and completeness.
Sends out invitations, create interview schedules, and remains in communication with prospective candidates throughout the interview process.
Maintains website, partners with Program Director, and complete all duties as the program administrator throughout the Institutional/Specialty Matching process
Monitors the GME Program budget and adheres to all institutional policies on travel and business expenses, and API Timekeeping .
Serve as the purchaser for the program; ordering supplies as needed, process invoices for payment. Ensures Accreditation Council for Graduate Medical Education (ACGME) WebADS, including person Review Committee (RC) (or other accrediting agency) data and surveys are complete and accurate.
Enters all residents/fellows into the residency management suite. Adheres to GME Office and BSWH for required documentation and credentialing.
Monitor and track all duty hours for violations, including internal moonlighting, and address appropriately.
Monitor, address and escalate as necessary, concerns related to the clinical learning environment.
Program management which includes initiating process improvement, designing and executing complex and multi-stage projects, maintaining a global view on the current status of the program and leading the program toward meeting goals for excellence
KEY SUCCESS FACTORS
Exceptional social and communication skills. Ability to communicate courteously and professionally in all forms of communication.
Ability to multi-task while being organized.
Become proficient in ERAS (Electronic Residency Application System) and NRMP (National Resident Matching Program).
Ability to work autonomously, alone and be a self-starter.
Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook, Access. Etc). Be willing to learn and become proficient in using other software programs.
Be an active participant during GME Team Huddles and attend GMEC Meetings.
BENEFITS Our competitive benefits package includes the following
Immediate eligibility for health and welfare benefits
401(k) savings plan with dollar-for-dollar match up to 5%
PTO accrual beginning Day 1
Note: Benefits may vary based on position type and/or level
EDUCATION - Associate's or 2 years of work experience above the minimum qualification
Baylor Scott & White Health (BSWH) is the largest not-for-profit health care system in Texas and one of the largest in the United States. With a commitment to and a track record of innovation, collaboration, integrity and compassion for the patient, BSWH stands to be one of the nation’s exemplary health care organizations. Our mission is to serve all people by providing personalized health and wellness through exemplary care, education and research as a Christian ministry of healing. Joining our team is not just accepting a job, it’s accepting a calling!