Program Manager Graduate Medical Education

GME Program Manager

GME Program Manager position that supports the Plastic Surgery and ENT programs at Farmington Hills and Royal Oak hospitals. This is a hybrid position with an onsite requirement of 3+ days per week.

Job Summary

Partners with the physician Program Director to manage the Graduate Medical Education (GME) Program according to standards of the applicable accreditation agency and Corewell Health GME Leadership. The Manager's leadership role is critical to the success of the program. He/she manages the day-to-day operations of the program and the personnel needs of the trainees. He/she serves as liaison between Residents, Fellows, Faculty, other staff members, and the accrediting agency. He/she spearheads the annual process of recruitment, program orientation, organizing and maintaining academic files, scheduling rotations, sending and promoting timely evaluations, summarizing duty hour reports, scheduling didactic presentations, proctoring exams, arranging for exams, arranging graduation, preparing for annual accreditation reports and periodic site visits, and communicating with alumni. The Program Manager must demonstrate initiative, resourcefulness, and strong organizational and problem-solving skills in identifying and leveraging all available system resources to manage the training program. The Program Manager effectively interacts with national accrediting organizations, professional organizations, and other teaching hospitals locally, regionally, and nationally. Across Corewell Health, the Program Manager develops effective collaborative working relationships with multiple entities, including the GME system and regional offices, clinical departments, and both employed and voluntary physician Faculty. The Program Manager must be competent in organizing and independently prioritizing work, anticipating needs, establishing/improving procedures and systems, and ensuring orderly and timely work flow. The Program Manager must have excellent problem solving and logistical skills to facilitate requirements and accountability of the GME Program. The Program Manager maintains strict privacy in handling large amounts of confidential information and is able to work under minimal supervision. The GME Program Manager partners with the Program Director in accreditation efforts, educational programming, and management of residents/fellows.

Essential Functions

Accreditation:

• Partners with Program Director to obtain and maintain accreditation, including resolving any threats to accreditation that might arise.
• Demonstrates expert knowledge of all accreditation requirements of the Accreditation Council for Graduate Medical Education (ACGME), American Osteopathic Association (AOA), and/or Council on Podiatric Medical Education (CPME), as applicable; fosters awareness and compliance with accreditation requirements; maintains documentation of compliance with accreditation guidelines.
• Accurately provides annual program reports, and submits periodic updates to ACGME's Accreditation Data System (ADS).
• Solicits and monitors completion of ACGME Annual Resident & Faculty Surveys.
• Supports development and reporting of ACGME Self-Studies.
• Prepares for program accreditation Site Visits.
• Works with the GME Office to prepare for ACGME Clinical Learning Environment Review (CLER) Site Visits.
• Serves as an expert of all accreditation and related governmental requirements. Creates and maintains files, records, reports, and other documentation related to these requirements.
• Stays informed of developments in the field. Reads pertinent literature, attends meetings & applicable conferences.

Annual Recruitment-Orientation:

• Partners with the Program Director in the development of recruitment policies, strategies and materials.
• Maintains program recruiting websites, including FREIDA Online, the American Medical Association (AMA) Residency and Fellowship Database and www.beaumont.edu.
• Supports recruitment fairs and career interest activities.
• Uses the AAMC's Electronic Residency Application Service (ERAS) software to manage applications and participate in screening of applications.
• Manages the annual interview process, including extending invitations to interview, managing interviewing logistics, and maintaining post-interview correspondence.
• Provides input into the decision process for ranking candidates.
• Uses the National Resident Matching Program (NRMP) or other applicable matching services for submitting rank lists.
• Initiates and maintains communications regarding onboarding to matched applicants, in coordination with the GME Office.
• Organizes, schedules and participates in program orientation of incoming Corewell Health residents/fellows.
• Throughout the year, provides logistic support and program orientation to Visiting Residents and Fellows from non-Corewell Health programs.

Program Management:

• Plans and coordinates conferences, didactics, events, courses, seminars, and programs, including contacting and scheduling speakers, coordinating presentations, and preparing and distributing agendas and materials. Negotiates contracts with facilities and caterers. Prepares reports and maintains documentation for all educational requirements.
• Participates in the continuing development and distribution of Educational Goals and Objectives, program manuals, policies and procedures.
• Assists in the development of Rotation and Call Schedules.
• Assists in the development and execution of contracts and Program Letters of Agreement with external institutions; facilitates arrangements for off-site rotations.
• Maintains program and Resident data in the Resident data management system (New Innovations), including managing highly confidential material.
• Monitors and reports on Duty Hour Compliance.
• Disseminates, promotes, collects, and aggregates monthly Evaluations of Residents/Fellows, Faculty, and rotations, ensuring timely completion and providing reports.
• Collects data in preparation for semiannual Clinical Competency Committee meetings, and enters each trainee's Milestone results into the ACGME database.
• Schedules and prepares material for semiannual evaluations of each trainee by the Program Director.
• Collects and reports data and serves as a member of the Program Evaluation Committee, which develops the Annual Program Evaluation & Improvement Plan; ensures report is reviewed by the faculty and residents and then submitted to the GME Office.
• Maintains expenditures within the authorized budget and prepares reports. Prepares check requests, travel authorizations, expense reports and reimbursements.
• Independently responds to internal and external requests for information about individual trainees and the program.
• Maintains highly effective communication with residents, fellows and physicians, appropriate to the situation (e.g. formal letters, emails, group paging, etc.); advises regarding requirements and deadlines; obtains appropriate documentation signatures.
• Maintains Alumni database.
• Exhibits initiative and ingenuity by taking ownership of tasks to proactively improve services, avoid problems, or develop opportunities. Generates novel and valuable ideas to impact missions. Identifies and implements new methods to increase efficiency and quality.
• Participates in design, development, and/or evaluation of instructional materials, methods, courses, or programs.
• Serves as a mentor to new Program Managers.
• Represents and makes decisions in the Program Director's absence within prescribed limits of authority; alerts the Program Director to potential issues related to the program and individual trainees; represents the program at Program Coordinator meetings and other venues, as needed.

Supervises residents/fellows daily in non-clinical setting:

• Participates in assessment of resident/fellow performance in professionalism. Communicates deadlines and manages progress, delegates responsibilities, manages attendance records, provides high-level professional and personal support, recognizes professional and personal issues, and intervenes as necessary to ensure personal safety and professional effectiveness.
• Manages and helps ensure resident compliance with program requirements, and resolves issues as they arise.
• Serves as a front-line resource for Resident/Fellow wellness.
• Tracks Resident/Fellow Time-Off Requests.
• Monitors approval and use of Residents'/Fellows' Education Funds.
• Monitors Resident/Fellow certification and licensure requirements.
• Monitors timely compliance with immigration regulations.
• Collects and distributes Letters of Recommendation required by graduating trainees for subsequent Fellowship or employment.

General Duties:

• Serves as liaison between the GME Office, department and hospital administrative offices, hospital and the program.
• Analyzes information and creates reports.
• Receives and screens visitors, telephone calls and e-mails; independently composes, prepares and distributes correspondence, agendas and reports; schedules meetings; responds to information requests.
• Establishes collaborative relationships with other programs and departments to further goals and promote continuous quality improvement.
• Participates in professional development to continuously improve knowledge and skills needed to meet the changing requirements of the position.
• Leads professional development to share knowledge and skills with Corewell Health colleagues; may be encouraged to present at regional and national conferences.
• Seeks and