GME Program Administrator

The GME Program Administrator is responsible for assuring that programs for the education of Internal Medicine residents/fellows are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC).

Requirements

• Maintains and updates training program website in partnership with Department and Communications stakeholders.
• Point person for preparing, coordinating, and organizing materials and logistics for program recruitment days as well as orientation for new trainees.
• Manages and performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes.
• Serves as a liaison for residents regarding benefits and Human Resources issues.
• Works with the Program Directors to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and their programs specialty board guidelines.
• Assists in preparations for site visits, self-study, and other internal and external review processes.
• Responsible for establishing and maintaining effective working relationships between the, GME Office, training program leadership, and trainees.
• Works with the Residency Management Suite application (New Innovations) to assist with tasks such as scheduling, procedure logging, and evaluations.
• Monitors and maintains accurate conference attendance, duty hours, and other issues related to training program and compiles program documentation and appropriate statistical data.
• Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations.
• Ensures that all evaluations are up-to-date in residency management software.
• Compiles data for Annual Program Evaluations (APE) and assists Program Director with tasks related to the APE and Program Evaluation Committee.
• Develops, communicates, and revises schedules to maintain up-to-date trainee rotation schedule for the year, including outside rotations, and electives (including rotators from other institutions).
• Coordinates affiliation agreements and serves as a liaison between BMC and other training sites and enlists GME Office help when appropriate.
• Develops resident’s block and assignment schedules, “on-call” schedules; tracks vacation and sick hours; calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines and alerts Program Director of any potential conflicts.
• Assists residents/fellows and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.
• Sets up conferences and meetings as directed.
• Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.
• Prepares and distributes information packages for meetings as necessary.
• Takes and prepares minutes of meetings, as required.
• Ensures that minutes and other written documents are accurate and professional.
• 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.
• May initiate responses (such as letters of recommendations, employment verification for loan deferments, etc.) for Program Director’s review or may complete and send out responses on their behalf.
• Handles telephone calls and emails in a professional, courteous manner; responds to inquiries or routes calls to the appropriate source.
• Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.
• Additional project support to the Program Director and members of the residency/fellowship leadership team and other department members as needed, including special projects designed to enhance training program

Benefits

• Generous Paid Time Off
• 401k Matching
• Tuition Reimbursement
• Relocation Assistance