Administrative Manager - Pediatric Residency Program - Atrium Health Navicent Beverly Knight Olson Children's

• Full time - 40 hours per week
• Monday - Friday, 8a-5p
• Office is located at 770 Hemlock Street, Macon, GA

• →The Residency Program Manager is responsible for overall administration of Accreditation Council for Graduate Medical Education (ACGME) residency programs. The Manager assists the Program Director in ensuring that the program meet the ACGME accreditation requirements.
• →Manage daily operational and administrative functions of the Residency Training Program to include the management of training activities, HR tasks, budget, evaluation, conferences and events, and marketing; direct recruitment efforts for the Residency Training Program
• →Manages the electronic management suite (i.e. New Innovations) in accordance with the institutional requirements. This includes but is not limited to: entering and maintaining updated resident and faculty information, designing and managing evaluations, setting up and monitoring resident duty hours, ensuring that program information and schedules are accurate and up to date, recording, etc.
• →Assist in the selection of resident applicants, manage the interview process, and facilitate the creating of the rank order list. Ensure all elements for new resident credentialing are in place and on file with the Sponsoring Organization. Oversees graduation of resident trainees to include requirements and event planning. Organizes new and continuing resident program orientation/reception, annual awards banquet, and various social activities and events for residents
• →Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations. Develops and oversees department-level trainee orientation. Ensuring communication of any policy or training updates
• →Monitors internal/external funding for residency program. Monitors residency program personnel and non-personnel expenses. Maintain and process payments, receipts and reimbursement for expenditures related to the training program, including resident non-institutional benefits. Track budget expenditures for Program Director and Director of GME
• →Provides support and meets regularly with the Program Director concerning program and office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement.
• →Assists in creating and developing program-level policy development. Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
• →Manages materials for specialty-specific trainee exams as well as proctoring the exams.
• →Tracks and monitors program compliance with ACGME program requirements, including but not limited to monitoring of program requirements for faculty, resident experience, residency scholarly activity and PS/QI activity, faculty scholarly activity and PS/QI activities, Program Letters of Agreement, schedules etc. Enters relevant information into ACGME WebAds annually for PD review and completion.  Assists the Program Director with the program’s Annual Program Evaluation (APE) and Annual Program review (APR), self-studies and site visits. Assist with the implementation of the Clinical Competency Committee Milestones evaluation reporting requirements. Annually monitor the integration of residents and faculty into Patient Safety and Quality efforts for required reporting.
• →Support the Program Director in updating affiliation agreements with participating hospitals, including Program Letters of Agreement with off-site rotations. Maintains documentation for ACGME Board eligibility. Annually assess the Program Handbook to demonstrate revisions required by GME and ACGME. Schedule and provide necessary data for Educational Committee review. Work closely with institution to ensure compliance with institutional GME guidelines.
• →Assist in the creation and arrangement of the annual block/ rotation/clinic schedules, including accurately entering and verifying the schedules into New Innovations. Assist in the creation and tracking resident attendance of annual resident didactic series and resident’s teaching conferences.
• →Work with marketing and institutional GME to keep an updated website.
• →Manages the Electronic Residency Application Service (ERAS) system, National Residency Matching Program (NRMP) and all resident and faculty surveys as directed by the Program Director and institutional GME.
• →Develops and maintains database on residents and alumni. Maintains ACGME/GME compliant Resident Training files. Maintains recruitment and applicant files.
• →Serves as a liaison for program Director and department for resident concerns.  Supports program leadership and legal counsel on resident discipline issues involving residents and participates in conflict management/resolution of resident concerns and issues
• →Arranges Travel for resident physicians to include planning, making reservations, and itineraries. Completes Expense reports on behalf of each resident.
• →Assigns pager numbers, hospital box numbers, and completes PARs for new Resident Physicians. Obtains DEA numbers, license numbers, and long-distance codes and security codes for new Resident Physicians.
• →Acts as liaison with all other Medical Ed departments of the Hospital. Act as liaison and trouble shoots problems/challenges that occur with residents’ rotations.
• →Performs other tasks/duties as assigned by PD, department Chairperson and GME

• None

• Bachelor’s degree or 3 years of medical education administration

• Five years office management experience required

Works independently. Performs quickly and accurately under stress. Possess good public relation skills and a high level of interpersonal skills. Must be able to relate to students, residents, faculty, and key individuals in outside agencies/institutions. Must be able to compose correspondence with minimal verbal instructions from faculty.

• Must be able to use visual acuity to see monitor screen, computer and hard copy materials.  Must be able to hear and verbally communicate in person and over the phone or radio. Must be able to sit for prolonged periods of time (up to 2 hours).  Must be able to comprehend and learn operation of various office equipment.  Must have functional range of motion of the cervical, thoracic and lumbar spines, upper and lower extremities with a grip strength of 50-60# specific to job evaluation.  Must be able to forward reach, overhead reach, bend, squat, kneel and apply proper body mechanics during the transfers and transport supplies and/or equipment using proper body mechanics. Must be able to lift up to 10# specific to job evaluation.
• Works in hospital, clinical and/or assistive living, office indoor environments. Must be able to remain calm under emergency situations. Must be able to utilize appropriate universal and specific precautions for protection from potential exposure infectious or communicable diseases.  Tolerate high noise, busy atmospheres and noxious odors.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.                                                                                                                                                                           

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Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.