Senior GME Operations Administrator, Graduate Medical Education (GME)

POSITION SUMMARY:

The Senior GME Operations Administrator, in conjunction with the Administrative Director, is responsible for assuring that The Office of Graduate Medical Education remains organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by other organizations and agencies (such as the ACGME). The Senior GME Operations Administrator responds to all inquiries related to rotating residents, away electives, and program agreements and interfaces with appropriate individuals, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to ensure the successful completion of these tasks. Operating independently with minimal direction, the Sr. Program Administrator serves as a liaison between Program Personnel, GME office staff, various hospital departments, and other outside institutions.

Maintains up-to-date knowledge of the ACGME common and institutional program requirements and possesses skills related to the administrative management of the oversight of residency and fellowship training programs. Seeks support and guidance from Administrative Director, GME office staff, and other Program Personnel as needed.

Actively participates and presents at Program Administrator monthly meetings, and other trainings/events through the GME office.

Position: Senior GME Operations Administrator, Graduate Medical Education (GME)

Department: Medical Staff Affairs

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

1) Serves as the key support for the GME Office, ensuring the department operates in an effective, efficient, and professional manner.

2) Maintains and updates GME internal and external websites in partnership with Department and Communications stakeholders.

3) Partners with other GME Office staff to help facilitate institutional orientation.

4) Manages and provides oversight related to hiring, licensing, and onboarding of rotating trainees and communicates with program administrators about related requirements, trainings, and processes. Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.

5) Manages and provides oversight related to the process of BMC trainees participating in a Domestic Away Elective at another institution and communicates with program administrators about related requirements, trainings, and processes. Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.

6) Works with the Residency Management Suite application (New Innovations) to assist with tasks that include (but are not limited to) work hours reports, advancement and rotation checklists, program letter of agreement tracking, and maintenance of personnel data.

7) Monitors and maintains accurate conference attendance and meeting minutes for conferences held by the GME Office.

8) Compiles data for Annual Program Director and Program Administrator Scorecards.

9) Works with program administrators to help coordinate program letters of agreement and serves as a liaison between BMC program personnel and BMC Legal when appropriate.

10) Sets up conferences and meetings as directed. Arranges for and confirms speakers, books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.

11) Prepares and distributes information packages for meetings. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.

12) Composes high-level correspondence, spreadsheets, and presentations independently and with professional quality. Edits and proofreads written materials and verifies the validity of data and documents contained in all reports prior to submission.

13) Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.

14) May initiate responses for Administrative Director's review or may complete and send out responses on their behalf.

15) Handles telephone calls and emails in a professional, courteous manner; responds to inquiries or routes calls to the appropriate source.

16) Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.

17) Additional project support to the DIO and Administrative Director and members of the GME Leadership Team as needed, including special projects designed to enhance Graduate Medical Education at BMC.

18) Provide support for other GME leadership as needed.

Other Duties:

19) Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.

20) Utilize hospital's behavioral standards as the basis for decision-making and to facilitate the hospital and the department's mission.

21) Follow established hospital infection control and safety procedures.

22) Perform other duties as assigned or as necessary.

JOB REQUIREMENTS

EDUCATION:

• Bachelor's Degree or equivalent combination of formal education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• TAGME certification (or another advanced degree or certification) preferred.

EXPERIENCE:

• 5+ years of relevant experience required.

• Experience with graduate medical education programs preferred.

• Previous experience with New Innovations preferred

KNOWLEDGE AND SKILLS:

• Excellent organizational and multitasking skills.

• Excellent written and verbal communication skills.

• Experience working both independently and in a team-oriented, collaborative environment is essential.

• Follows BMC best practices for helping to manage GME training programs

• Strong critical thinking skills, is able to identify issues and offer solutions. Seeks out answers to questions when needed.

• Ability to adjust with shifting priorities, demands, and timelines through prioritizing and problem-solving capabilities.

• Ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.

• Excellent attention to detail to maintain accurate and complete records of departmental activities and confidential personnel/training records.

• Advanced competency working with numbers, including payroll and budgetary accounting, and data analysis.

• Knowledge of and ability to operate various computer software applications, including but not limited to Outlook, Word, Excel, and Power Point.

Equal Opportunity Employer/Disabled/Veterans