GME Senior Program Manager

With oversight and direction from the Program Director, the GME Program Manager provides high level programmatic management, analysis and interpretation of residency or fellowship programs through comprehensive GME knowledge. Makes recommendations and advises on changes to the program based on anticipated needs, new or changing program and institution requirements, and implements changes. The program manager must possess skills in leadership and personnel management. GME Program Managers are expected to develop unique knowledge of the ACGME Core and Program Requirements, policies, and procedures. The program managers lead their team in accreditation efforts, educational programming, and support of residents/fellows. They also effectively track and organize residency or fellowship related administrative duties through applying fundamental knowledge in conjunction with the Program Director. Manages calendars for meetings, educational sessions, program required meetings, event coordination in collaboration with program leadership.

• Program Accreditation: Collaborates with Program Director about accreditation requirements; Creates accreditation application for Graduate Medical Education Committee (GMEC) review/approval as well as accreditation organization (e.g., new programs, complement increases, curriculum changes); Creates self-study, site visit, and/or special review documentation; Develops content to include in training program surveys/reports; Makes recommendations for programmatic changes based on survey questions, citations, and areas for improvement; Develops responses to citations and areas for improvement; Makes recommendations for Program Evaluation Committee (PEC) action items; Critically evaluates program information to create responses for annual accreditation organization questionnaire and Annual Program Evaluation (APE); Complete and facilitate all program ACGME annual WebADS updates, to include program roster, citations, change in complement, etc.).
• Recruitment: Makes recommendations for process improvement; Evaluates applications for invitation (reviewing letters of recommendation, USMLE scores, prior experience, etc.) and makes recommendations on who to invite to interview; Makes recommendations at Rank Meeting based on observations and interactions; Makes recommendations based on data and survey trends; Collaborates with Program Director to enter and certify Rank Order List; Collects and maintains data to analyze, identify trends and make recommendations; Develops and distributes post-recruitment or Match surveys.
• Resident/Fellow Scheduling: Makes recommendations to program leadership about new or improved educational/training experiences in response to deficiencies; Assists with investigation and development of new off-site rotations (creates GMEC documentation for approval); Critically analyzes work hours, including making recommendations to resolve violations.
• Department Liaison for GME: Is authorized to advise on and/or resolve resident/fellow questions and/or concerns; Leads internal and/or external work groups/task forces; Makes recommendations regarding program; Creates documentation content; Represent GME in institutional committees; May lead or chair a national or regional GME committee.
• Curriculum Development: Works with Program Director in designing questions for evaluation forms to take to the Program Evaluation Committee (PEC) for review; Analyzes and presents comparison data of evaluations and milestones for residents/fellows and the program; Critically evaluates evaluation information for trends and concerns and takes to the Program Evaluation Committee (PEC) with recommendations; Monitors updated program requirements and makes recommendations; Works with Program Director to identify new didactic sessions (conference presentations); notices if there are trends being set and when new topics/formats need to be added to meet program requirements, and is able to identify gaps; Develops and executes innovative strategies which may be presented at institutional or national for a; Creates orientation content for materials.
• Program Communications/Meeting Management: Creates communications on behalf of Program Director when specific communications are needed; Primary contact for other programs/organizations (internal and external stakeholders); Reviews and edits communication created by Program Director; Engages with program faculty for education requirement adherence; Applies knowledge to create agendas, provides background information and is an integral part of the discussion. Active participant in meetings (as a non-voting member) including but not limited to Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC); Identifies the need for increased, or modified, communication based on analysis of program trends; Creates content for website; Leads staff meetings for Department; Leads discussions; Makes recommendations for improvement at Program Evaluation Committee and Self-Study meetings
• Finance: Creates budget based on projected rotation schedule, off-cycle residents/fellows and monitors accuracy; Creates program budget tracking mechanism; Manages and tracks future year projections to ensure budget compliance; Manages and monitors budget(s) for variances and presents evidence to explain any large variances to management; Evaluates operational expenses and makes recommendations to Program Director to correct variances; Advises GME on correction plan when notifying GME of budget variances; Creates systems for analyzing financial data and makes recommendations based on results.
• Policies & Procedures: Creates program training manuals/materials; Creates program policies/procedures; Counsels program leadership on the impact of policies/procedures.
• HR: May have functional supervision responsibilities; May supervise student worker(s); Creates administrative training manuals/materials; Shares ideas in peer fora institutionally and nationally; Mentor and support core faculty and Associate Program Directors; Tracks leaves of absences; Can explain and teach other GME Program Managers on all aspects of HR documentation related to residents/fellows; Can explain and teach other GME Program Managers on all aspects of credentialing documentation related to residents/fellows; Provides expert advice to program leadership on potential impact of HR policies; Determines if training extensions are needed due to LOAs based on program and Board requirements; Creates letters to Board for exceptions/waivers; Writes rationale for temporary ACGME increases.
• Education, Wellness, and Social Events for Residents/Fellows: Creates and monitors event budgets; Manages events; Creates and manages wellness initiatives; Analyzes survey or event evaluation feedback and makes recommendations for new or improved educational events and/or social functions; Coordinates and implements University hosting policies/procedures with venue adherence; Tracks resident/fellow completion of required educational events.

Qualifications:

• Bachelor's Degree or equivalent combination of education and experience. Master's degree in related field preferred.
• Minimum of five (5) years of direct experience as the primary GME program coordinator (manager) of an ACGME-accredited residency-fellowship program(s) required including current specific knowledge and experience with ACGME Common Program Requirements and specialty board requirements.
• Experience in a large academic health system.
• Knowledge of University policies and procedures.

Knowledge, Skills, and Abilities:

• Demonstrated ability to make independent decisions to determine appropriate course of action within the context of policies and standards.
• Demonstrated ability to analyze, compare and evaluate various courses of action within scope of the role.
• Demonstrated verbal and written communications skills and effective leadership skills.
• Demonstrated strong organizational skills with attention to detail, ability to manage multitasking and high-level complex scheduling, action lists and timelines with high-level accuracy.
• Exhibit strong customer service skills when working with internal and external customers.
• Demonstrated ability to develop strong collaborative relationships.
• Strong administrative management skills and proficient with Microsoft Office.
• Demonstrated effective presentation skills.
• Considerable professional/administrative experience focused on project management and leadership.

Licenses/Certifications:

TAGME certification required within 1 year of employment (Phoenix certification preferred, not required)