Program Administrator I-Full-Time-Days

Facility

Cape Fear Valley Medical Center

Location

Fayetteville, North Carolina

Department

Medical Education

Job Family

Professional

Work Shift

Days (United States of America)

Summary

• The Program Administrator I (PA I) will be assigned a residency training program within the Graduate Medical Education Department (hereafter referred to as “Program”) and will be required to conform to the rules and regulations of the accrediting body as it relates to medical education. This individual will be responsible for various aspects of the Program to ensure its success. The PA I must be qualified to manage and direct interns, residents, fellows, and medical students assigned to the Program in conjunction with the ADME.
• The PA I is crucial to the recruitment of residents and medical students to ensure the highest quality of training and to meet the Institution’s mission of providing the highest quality patient care. Activities will require an individual who has strong organizational and communication skills, detail for accuracy, and ability to multi-task. Maintain confidential records. Assignments may be long term and require the individual to track and monitor accomplishments.
• The PA I will provide administrative management of Program’s continuing medical education programs; including: preparing, submitting, gathering, tracking, negotiating and preparing syllabi. Functions to include additional support for the program directors, faculties, interns, residents and medical students as needed.

Major Job Functions

The following is a summary of the major essential functions of this job. The incumbent may perform other duties, both major and minor, that are not mentioned below. In addition, specific functions may change from time to time:

Allocates resources effectively:

Considers the cost vs. benefit of proposed expenditures

Helps faculty, interns, residents and students make the most of limited resources

Monitors their use of equipment, tools and supplies to prevent damage from abuse or neglect

Annual budget preparation for the Program and tracking throughout the year

Prepares, distributes and maintains all affiliation agreements and/or program letters of agreements for required rotations for the Program

Submits all intern/resident/faculty educational stipends/vacation requests for processing

Assists in the redesign operations of the Program while decreasing costs and increasing or maintaining quality

Departmental Administration:

Prepares Program policies and procedures to conform to guidelines and accreditation

Coordinates the daily office operations to ensure a smooth and efficient workflow

Ensures that all files are maintained properly, complete and in accordance with the hospital and agency guidelines - establishes and maintains an efficient and timely filing system for all confidential records and files

General administration/coordination of Program activities with faculty meetings, CME activities, program lecture series, schedules conference room, etc.

Generates and maintains Program databases. Includes and not limited to, all Program personnel, interviewed applicants, rotating students, vacation allowance of interns and residents

Generates original reports and correspondence

Approves and submits orders for supplies to ADME for final approval

Oversees and manages secure document storage process including storage and disposal of all confidential materials

Completes all Program correspondence, data, and electronic registration requests from accrediting bodies in a timely manner

Prepares letters of recommendations and verification requests for current and past house staff

Prepares necessary informational material and reports for distribution in the prescribed timeframe

Processes all Program personnel payroll using the appropriate time management

Provides support, guidance and leadership to all students, interns and residents

Administrates and coordinates all intern/resident recruitment activities for Program – travel, accommodations, and intern/resident, and student interviews and recruitment

Reviews and manages all internal requests for information, documentation, data requests, etc. for the Program

Edits correspondence for acceptable style, grammar and clarity for expression of reports, etc.

Attends annual Accreditation Council of Graduate Medical Education (ACGME) annual meeting

Willingly accepts responsibilities and assignments as assigned by the ADME, Chief Operating Officer and Senior Management of the Graduate Medical Education Department

Program Administration:

Administration of Program’s evaluation process of interns, residents, students and teaching attending physicians

Administration of Program’s recruitment process as outlined by the Program Director and ADME

Prepares and maintains revisions to the annual publication of the Program’s residency manuals

Organizes, prepares and participates in Hospital Days: registration, travel arrangements, distribution of materials and participation if needed

Organization of the annual orientation of new interns and residents

Prepares and coordinates program site visits (accrediting body) and generate reports for various agencies

Verification of student loans, mortgages and deferments for residents

Composes and distributes notices to interns and residents regarding educational stipend, log/evaluation and vacation balances. Assures accrediting body’s compliance with file information (application, state license, driver’s license, ACLS, training certificates, etc.)

Prepares and maintains databases for monthly rotation, night-call, short-call, house-physicians and residents and lecture schedules

Ensures quarterly and semi-annual evaluations for interns and residents with the program director are performed

Tracks and follows-up on monthly intern and resident logs and evaluations

Reviews and provides update to the ADME on Program’s website

Prepares and maintains Program databases using New Innovations, Electronic Residency Application System, and AMION

Student Administration:

Provide guidance and oversight to the Medical Education Coordinator (MEC) as it relates to the Program and its subspecialty activities of medical student education and rotations at the institution

Oversight responsibility for the operation and management of the Program’s student rotations

Prepares database with the Program’s medical student information for recruitment purposes

Provides guidance to the MEC in assisting the Clinical Chairs, the DSME, or on-site faculty in arranging special presentations, meetings with the Program’s faculty or students, or other educational activities

Provides assistance to the MEC in attending morning lectures - overseeing the sign in sheets and facilitation of the meeting

Provides guidance and supervision to the MEC in preparation of the orientation of medical students

Reviews and manages all written communication with the Program’s faculty and students at their regional site including announcements, letters and brochures

Oversees the scheduling of the Program’s students entrance interviews with the program director

Explains the Program’s policies and procedures, answer various questions, coordinate services and assistance and handle special requests or problems, routing to the DSME or Director of Clinical Rotations as appropriate

Events Administration:

Oversees administrative management of continuing education programs including preparing, submitting, and gathering, tracking all CME activity, negotiating with hotels and caterers and other vendors and putting together syllabi for the Program

Ensures morning report are assigned to interns/residents and students in an accurate and timely manner

Identify appropriate outside facilities or caterers for functions and negotiates with vendors for price

In conjunction with the ADME, organizes graduation events