Program Specialist II

The Residency Program Specialist II provides advanced administrative, accreditation, and educational support for the Internal Medicine Residency Program. In close partnership with the Program Director (PD) and the Graduate Medical Education (GME) Office, the program specialist coordinates program operations, accreditation reporting, trainee and faculty processes, evaluation systems, recruitment, scheduling, data management, and continuous program improvement. The position requires independent judgment, careful management of competing priorities, and effective collaboration across clinical, academic, and administrative settings. This position will be located in Norfolk, VA on the main EVMS/ODU campus.

• Administer all applicable components of New Innovations Residency Suite, including schedules, work hours, evaluations, and procedure logs.
• Manage the program’s ACGME ADS records, including Annual Updates and documentation of program improvements or corrective actions related to citations, concerns, and survey findings.
• Coordinate and oversee data collection for required accreditation reports, including annual updates to faculty curriculum vitae and program records.
• Coordinate completion of program requirements related to the Well-Being Index.

• Administer specialty-specific procedure logs and databases.
• Manage program information in AAMC GME Track, the National Resident Matching Program (NRMP), FREIDA, and other required external systems, as applicable.
• Coordinate data collection and reporting related to specialty certifying examinations.

• Participate in the development and revision of competency-based goals and objectives.
• Assist with the development, organization, and maintenance of curriculum documents.
• Coordinate and actively participate in PEC meetings and the Annual Program Evaluation (APE) process.

• Collaborate with the PD to develop evaluations that assess trainee and faculty performance, educational assignments, and overall program effectiveness.
• Administer the evaluation process through New Innovations Residency Suite.
• Verify that evaluations are competency-based and completed within established timeframes.
• Implement follow-up processes to obtain evaluations promptly from off-service supervisors and individuals completing 360-degree assessments.
• Coordinate the delivery of evaluation feedback to faculty.
• Ensure trainees complete annual program evaluations.
• Coordinate CCC meetings and prepare trainee evaluation summaries for committee review.
• Enter CCC Milestones determinations into ACGME ADS.
• Prepare program evaluation summaries for PEC review.
• Coordinate trainee semiannual reviews and support the PD throughout the APE process.

• Process moonlighting request forms and monitor associated work hours.
• Supervise additional program staff assigned to support GME responsibilities, as applicable.

• Maintain complete, accurate, and confidential educational records for current trainees and program alumni in accordance with institutional retention requirements.

• Maintain resident scheduling data in New Innovations and submit required information to the Office of Business Management.
• Reconcile trainee assignments at participating sites with applicable funding allocations.
• Assist with management of GME budgets when assigned by the department.

• Maintain current working knowledge of ACGME policies, procedures, Common Program Requirements, specialty-specific requirements, and other applicable accreditation standards.
• Assist with the development and revision of program policies needed to meet accreditation requirements.
• Maintain documentation that demonstrates program compliance with applicable requirements.
• Monitor trainee compliance with work-hour reporting in New Innovations Residency Suite.
• Support the PD with the APE and maintain documentation of progress on identified improvement actions.
• Document actions taken to address accreditation citations, concerns, and survey findings in ADS on a regular schedule.
• Coordinate ACGME site visits and ensure all required accreditation materials are uploaded to ADS.
• Review and update Program Letters of Agreement at least every five years and whenever a major program change occurs.
• Coordinate annual meetings between the PD and the educational site director at each participating institution.

• Create incoming trainee records in New Innovations.
• Coordinate equipment, space, and access needs for new trainees, including pagers, keys, laboratory coats, seating, departmental badge access, and program-specific computer access.
• Train new trainees and faculty to use New Innovations for work-hour reporting and evaluation completion.

• Attend GME Program Administrators Council meetings regularly and share effective practices that support other programs.
• Participate in Virginia residency coordinator meetings and collaborate with colleagues in the GME Office.
• Attend at least one ACGME conference and one specialty education meeting during each two-year period.
• Maintain progress toward TAGME certification and attain certification within three years of appointment.
• Engage in educational scholarship and submit posters, presentations, or papers to appropriate local, state, or national meetings.

• Collaborate with the PD to establish and maintain recruitment policies and procedures.
• Update and manage program information in the Electronic Residency Application Service (ERAS), NRMP, and other applicable specialty match systems.
• Ensure compliance with NRMP requirements and deadlines and coordinate submission of rank order lists in accordance with program leadership approval and institutional processes.
• Complete annual ERAS setup, download applications, and participate in required training webinars.
• Maintain current program information in AAMC GME Track and FREIDA, as applicable.
• Manage annual recruitment activities, including candidate scheduling in Thalamus, daily interview preparation, document management, follow-up communication, and timely maintenance of interview feedback data.
• Oversee the development and maintenance of online and print recruitment materials.
• Plan and coordinate program-specific orientation for entering trainees.
• Ensure entering trainees complete required GME online and on-site orientation activities, employment tasks, and applicable simulation experiences.

• In consultation with the PD and PEC, develop and maintain annual rotation, call, and clinical schedules.
• Maintain current schedules in New Innovations and communicate schedules and updates to participating institutions and paging operators, as needed.
• Coordinate and approve schedule revisions with participating institutions in accordance with program processes.
• Advise trainees regarding specialty board educational requirements and, with the PD, adjust schedules as needed to maintain compliance.
• Coordinate schedules, evaluations, conferences, interviews, rooms, and courses with other services, sites, and departments.
• Manage participating-site and away-rotation schedules.

• Coordinate planning and preparation for the annual graduation event under the supervision of the PD.
• Monitor completion of GME and EVMS at ODU exit surveys.
• Submit certificate-of-completion requests to the GME Office for graduates and interns, as applicable.
• Verify completion of program documentation needed to support specialty or subspecialty board eligibility or certification.
• Collect final evaluations, procedure logs, program completion letters, data forms, equipment, badges, and clearance documentation; finalize graduating trainee files in accordance with program and institutional requirements.

• Verify and complete the annual GME FTE survey, obtain the PD’s signature, and submit the finalized document.
• Route annual trainee agreements to the PD, department chair, and continuing trainees for signature and submit completed agreements to the GME Office.
• Update new-trainee information in New Innovations.
• Maintain license verification, National Provider Identifier (NPI), and Drug Enforcement Administration (DEA) information in trainee files and New Innovations, as applicable.
• Coordinate and monitor the program-specific in-training examination schedule.

Minimum Qualifications and Skills:

• The position requires independent judgment, careful management of competing priorities, and effective collaboration across clinical, academic, and administrative settings.

• Certification through Training Administrators of Graduate Medical Education (TAGME) required within the first three years of employment.

Preferred Qualifications:

• Bachelor’s degree and at least one year of administrative and/or office-management experience preferred.

• Experience in an academic healthcare or graduate medical education setting preferred.

• Manage the appointment process for incoming trainees in coordination with the GME Office’s appointment and credentialing processes.
• Establish and monitor compliance with program-specific credentialing requirements, including ACLS, PALS, and simulation training, as applicable.
• Coordinate with the GME Office to ensure compliance with incoming trainee orientation, registration, and licensure requirements.
• Coordinate with the GME Office and EVMS at ODU Human Resources to address visa-related questions.

• In collaboration with the PD, plan and implement faculty development activities required by ACGME or other applicable accrediting bodies, including tools that support competency-based teaching.
• Train faculty on program evaluation methods and systems to promote consistency and fairness across evaluators.
• Track and document faculty participation in professional development activities.
• Verify required faculty credentials and maintain current faculty information and curriculum vitae in ACGME ADS.

• In collaboration with the PD, plan and implement faculty development activities required by ACGME or other applicable accrediting bodies, including tools that support competency-based teaching.
• Train faculty on program evaluation methods and systems to promote consistency and fairness across evaluators.
• Track and document faculty participation in professional development activities.
• Verify required faculty credentials and maintain current faculty information and curriculum vitae in ACGME ADS.

• Archive alumni trainee files in accordance with EVMS at ODU records-retention schedules.
• Coordinate distribution of alumni follow-up surveys with the PD and summarize results for the PEC.

• Process vacation and leave requests and monitor use of leave categories.
• Report Family and Medical Leave Act (FMLA) requests to Human Resources and notify the GME Office.
• Coordinate faculty and trainee schedules for the Sentara Clinical Learning Environment Grand Rounds Series, special reviews, and department or program retreats.
• In collaboration with the PD, assign trainees annually to applicable hospital committees and patient safety and quality improvement councils and coordinate nominations for trainee recognition programs.

• Schedule and coordinate teaching conferences and distribute didactic and clinical conference schedules.
• Schedule and coordinate Sentara Epic training for incoming interns, new residents, and fellows, as applicable.
• Coordinate and schedule remediation and probation meetings with the PD and the GME Designated Institutional Official (DIO) or Associate DIO.