GME Division Administrator - Dept of Surgery | Full- Time |Days

Overview

This position will manage the Department/'s Graduate, Undergraduate and Continuing Medical Education Trainings program(s). The position will report directly to the Program Director and/or Department Administrative Director. The principal type of work includes the development, implementation and maintenance of administrative policies, procedures, fiduciary oversight and educational programs at the University of Florida College of Medicine at Jacksonville within the Department of Pediatrics. Regulatory, accreditation, educational and operational components of medical education are essential to this position. The foremost role of the administrator is the day-to-day management of the program. With the program director, manage all aspects of the education program. Acts as an advocate for the trainees and program. Supervise medical education staff. Actively participate in the Performance Evaluation Committee, Clinical Education Committee, Recruitment/Selection Committee and national committee. The program director and administrator should build a positive, collaborative environment so that the trainee experience is optimal. The administrator will act for and make decisions in the program director's absence within prescribed limits of authority and in consultation with the APDs.

Responsibilities

Collaborate with the Program Director(s) and the University'sOffice of Educational Affairs (OEA), other participatinginstitutions (BMC, DCHD, WCH, NAS, NCC) and multipleprivate practice sites in assuring full compliance with theAccreditation Council for Graduate Medical Education(ACGME) Institutional Requirements and ProgramRequirements. Ensure trainees have met institutionalrequirements at all participating sites (BMC, UF, NCC, DCHD)for billing compliance, clinical applications and all othermandatory training. Prepare accurate and essential externalregulatory agency reports (AMA FREIDA, ACGME Web ads,GME Track, ABMS board and other organizations specific tospecialties and subspecialties). Maintain ACGME WebADS,New Innovations, and Dean's G: drive.

Supervise medical education staff including ProgramAdministrator, Clerkship Coordinator, and Chief residents.Provide oversight of fellowship coordinators. Professionalgrowth & development is expected by attending institutionaland/or national undergraduate and/or medical educationmeetings/conferences.

Manage all aspects of the recruitment process includingElectronic Resident Application System (ERAS) and theNational Resident Matching Program (NRMP) participation.Negotiate contracts with hotel and restaurant serviceproviders. Review resident applications, determine eligibility,communicate decisions to applicants, select interviewers,advise interviewers, advise residents regarding recruitmentactivities, mentor chief residents, participate in rankingdecisions.

Organize all personnel onboarding actions; new/courtesyappointments, terminations/clearance (including summativefinal letters of performance), State licensure and EducationalCommission for Foreign Medical Graduates (ECFMG) J1 visasponsorship in compliance with University policy. Coordinate

intern orientation with all educational partners (BMC, WCH,NCC, and DCHD). Train chief residents in coordination oforientation activities. Plan graduation activities annually. Workwith seniors to determine location, theme. Plan banquet for100+ attendees. Communicate with faculty/divisionsregarding resident awards. Collaborate with fellowshipprograms.

Create and maintain annual GME budget ensuring timelysubmission of all program expenses, travel expenses fromprogram related activities including trainee scholarly activityconference presentations and income to the University.Prepare semi-annual evaluation reports. Advise PD ofresident performance and/or professionalism issues.Participate in evaluation meetings, advising and counselingresidents as needed. Work with faculty and staff at allparticipating sites to ensure timely and accurate completion ofevaluations. Train faculty on how to complete evaluations andon milestone development (100+). Review and analyzecompleted evaluations to identify problem areas. Identify PDand/or advisor as needed.

Supervise management of all administrative aspects of theundergraduate medical education clerkship (3rd year medicalstudents, 4th year medical students, physician assistantstudents) including Visiting Student Application System(VSAS) participation in collaboration with the OEA, UF,Gainesville, NCC, WCH, DCHD and community partnersCollaborate with PD on program improvements andintegration with residency.

With PD and administration, develop marketing plan, creatematerials, and attend residency fairs. Work with city agency(VisitJax) to market city to applicants. Conduct post-matchmarketing analysis. Maintain statistics regarding # ofapplicants, interviews. Work with webmaster to ensuremaintenance of residency program/recruitment website.Update social media as necessary (Facebook, program app,Twitter)

In collaboration with PD, oversee the planning andimplementation of faculty development activities, includingdeveloping tools to educate faculty on ACGME corecompetencies, program evaluation methods. Ensure facultypossesses appropriate credentials required by the ACGMEand maintain CV information in WebADS. Workcollaboratively with the PD and APD to implement andmonitor advisor program. Prepare advisor reports; providefaculty development to new advisors and feedback to currentadvisors regarding resident performance.

Provide oversight to fellowship programs, mentoringfellowship coordinators, overseeing administration ofprograms and coordinating educational and administrativeactivities. Coordinate and participate in monthly meetings.Oversee the maintenance of alumni data, scholarly activity,personnel files and verification of credentials/training records.Advise and consult on issues or inquiries from residents,students, staff, faculty and community partners (200+).Identify areas for programmatic improvements and developinitiatives to address weaknesses.

Qualifications

Experience Requirements:

GME management required

5-8 years Program management ME experience with oversight of multiple training programs and staff 

5 years Program management ME experience with oversight of multiple training programs and staff

2 years Program management ME experience with oversight of multiple training programs and staff

1 year Program management ME experience with oversight of multiple training programs and staff

 

Education:

Associates required or Bachelors required or Masters preferred

Equivalent educational course study equaling 90 plus credit hours/5-8 years of relevant work experience in lieu of a bachelors degree will be considered.

 

Supervise: 1 GME Program Administrator and 1 GME Clerkship Coordinator 

 

Additional Duties: Additional duties as assigned may vary.

 

UFJPI is an Equal Opportunity Employer and Drugfree Workplace