Gme Office Manager

General Summary/Overview

With supervision and direction from the GME Institutional Coordinator and/or GME Director, the GME Manager (Manager) is responsible for the management of centralized operational activities administered by the GME Office, supporting GME programs and for the systematic management and retention of all institutional and program accreditation files. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Manager is responsible for directing work, advising, assisting in the decision process, and supervision GME Program Coordinators (PC). The Manager will interface with the GME Institutional Coordinator and/or Director, Designated Institutional Official (DIO), Human Resources, Finance, Medical Staff, IT, and other departments related to GME administrative operations.

Principle Duties and Responsibilities

• Provides support to the GME Institutional Coordinator and/or Director, Program Coordinators (PC) and Program Directors (PD) concerning program accreditation and program management.
• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the GME Institutional Coordinator and/or Director, PC and PD.

• Provides management support and guidance for PCs
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.

• Provides both administrative supervision and support to PCs. Acts as a liaison between PCs, PDs, GME Institutional Coordinator and/or Director and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements and external rotations.
• Assists in the planning and execution of department-level trainee orientation.
• Informs residents and trainees of inter and intradepartmental policy and procedure changes, with guidance from GME Institutional Coordinator and/or Director.
• Implements processes with the direction of the GME Institutional Coordinator and/or Director in tracking and ensuring PC compliance with regards to licensing, moonlighting, annual contracts, and initial/re-credentialing of trainees.
• Monitor’s PCs weekly, monthly and yearly workflow and processes.
• Evaluates PCs yearly and submits merit increase recommendations.
• Assists the GME Institutional Coordinator and/or Director in standardizing office procedures and effectively troubleshoots and resolves issues.
• Maintains databases with program data, including New Innovations and ACGME ADS.
• Provides recommendations and input in the evaluative processes of the PCs.
• Assists GME Institutional Coordinator and/or Director in planning departmental annual events including recruitment, orientation, graduation, faculty meetings, as well as various meetings and program-related events.
• Organizes PC meetings and prepares and distributes materials for program conferences and lectures.
• Leads work teams in the development of GME brochures, invitations, or advertisements for events/lectures.
• Guides PCs in creating and/or maintaining external program advertising/media through websites, brochures, postcards, publications to include social media.
• Collaborates with the GME Institutional Coordinator and/or Director, PDs and PCs in the preparation for ACGME Site Visits and internal reviews.
• Receives inquiries from GME Institutional Coordinator and/or Director, DIO, PDs, PCs and trainees and redirects as necessary to others within the department.

• Manages day-to-day operations of the GME office and department.
• Manages the trainee and PC payroll entry, paid-time-off approvals
• Processes onboarding and separation of PCs
• Creates a PC training schedule and plan for new PCs
• Counsels PCs and residents/fellows on program policies and procedures
• Guides PCs in producing manuals/handbooks for residents
• Assist PCs in coordinating program wide events such as graduation and orientation
• Maintains files on GME drive
• Communicates directly with specialty board, specialty societies and other organizations
• Works with the PCs to ensure resident compliance with medical and controlled substance licenses, BLS/ACLS/PALS, USMLE, TB test, flu shot, N95 respirator mask fitting, etc.
• Performs other duties as assigned by the DIO and the GME Institutional Coordinator and/or Director.

Qualifications

• Three (3) years of GME work experience in a coordination or management role responsible for system and process development.
• Bachelor’s preferred but not required.

Skills, Abilities, Competencies

• Excellent written and verbal communication skills.
• Extremely organized.
• Ability to analyze and handle sensitive information with absolute confidentiality.
• Intermediate knowledge of software applications including Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to make decisions independently or to escalate issues as needed. Must be analytical and generate solutions to problems.
• Ability to work in a high demanding, cyclical high volume environment.
• Must be able to handle stress and keep composure during difficult and demanding situations.
• Must understand when work assignments require a sense of urgency and be ready to implement a plan to meet deadlines.
• Ability to function independently and deal with multiple, simultaneous projects without loss of efficiency, composure and attention to detail
• Ability to learn new software quickly.
• Ability to manage several software programs simultaneously.
• Excellent communication and interpersonal skills including written and verbal, problem solving, diplomatically handling problems of a sensitive and/or confidential nature
• Demonstrated creativity and flexibility with innovative approach to problem resolution
• Commitment to providing excellent customer service