Medical Education Program Specialist

Department:
38200 Advocate Christ Medical Center - Medical Education: Administrative Office
Status:
Part time
Benefits Eligible:
Yes
Hours Per Week:
20
Schedule Details/Additional Information:
The schedule is four days on-site, one remote (beginning the week after orientation), and 20 weekly hours with a start time of 8am-12pm. We have a Work Forward policy, allowing only three (3) floating administrative days (wfh) that team members can use quarterly. Administrative days are not carried over; team members must clock in/out and have cameras on and in professional attire when meeting.
Quarter 1
January 1, 2023 - March 31, 2023
Quarter 2
April 1, 2023 - June 30, 2023
Quarter 3
July 1, 2023 - September 30, 2023
Quarter 4
October 1, 2023 - December 31, 2023
Duties & Responsibilities:

• Organize day-to-day operations of the department's residency program.
• Maintain the Electronic Residency Application System (ERAS), and manage the trainee, faculty, and rotation evaluation process.
• Coordinate and oversee the resident/faculty recruitment and interview process which includes organizing and scheduling interviews, reservations, and evaluations. Compile applicant file documentation to include recruitment committee information, ranking meeting information, and ranking presentation information.
• Correspond with matched residents regarding the requirements and appointment process. Assist with review, rank list entry, and certification in the National Residency Matching Program (NRMP).
• Organize orientations and notify residents orientation, rotation schedules, vacations, conferences, and approved leave, and organize departmental educational initiatives as appropriate.
• Maintain knowledge of Accreditation Council for Graduate Medical Education (ACGME) regulations; ensure ACGME compliance, ensure required work hours compliance; track residents' surgical (as applicable), clinical, research and conference activity; resolve violations as appropriate; and prepare and distribute corresponding monthly reports to Program Director.
• Schedule, prepare agenda, and actively participate in Curriculum, Clinical Competency Committee, Program Evaluation Committee, Mock Oral Boards, and other departmental meetings as required.
• Forward monthly evaluations to faculty and residents via the Medhub.
• Prepare presentation materials for residency, departmental, and national meetings.
• Maintain current resident personnel records to include annual information for residency program with the site GME office, Academic Affairs, ACGME documentation, internal databases, and information required for performance reviews.
• Assist with coordination of ACGME survey for quality improvement.
• Update and maintain the online residency program marketing websites.
• Perform administrative financial duties including processing reimbursements for educational funds, monthly night float stipend, recurring purchase orders, and check requests.
• Function as a resource for residents by updating residents on ACGME / departmental policies.
• Compile data for special projects including ACGME annual report, web-ads, and site visit. Compile annual computer reports to GME track, ACGME and ABMS.
• Work with the chief residents and Program Director to prepare and distribute the educational calendar. Prepare mailings for special events, resident events, and alumni reception.
• Maintain contact with internal and external resources (licensing bureaus, professional societies, government agencies, Academic Affairs, Medical Staff Office).
• Work with leadership to plan and coordinate the annual faculty/resident retreat and the annual alumni reception.
• Function as point-of-contact to off-site rotation personnel.
• Maintain current affiliation agreements and program letter of agreements between residency programs and off-site rotations, resident elective rotations, and international mission trips.
• Prepare, administer, and proctor annual In-service exam.
• Confirm education verifications for residents.
• Provide other administrative support as needed.
• Work with the Program Director(s) and Department Chairman to set up meetings as needed.
• Perform miscellaneous related duties as assigned.

Skills & Abilities:

• Must demonstrate strong critical thinking skills and ability to exercise independent administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service.
• Must demonstrate the ability to work with very little supervision and have flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Must have ability to build professional relationships with faculty, residents, fellows, and staff within the division, department, and between our institution (site Graduate Medical Education Office, Medical Staff Office, Academic Affairs) and external organizations (ACGME, NRMP, ECFMG, ERAS, SF Match, American Board of Medical Specialties) and outside institutions.
• Very strong organizational skills, attention to detail, and self-motivation.
• Excellent written and verbal communication skills.
• MS Office, Workday (including supply orders, online payment requests, travel reimbursements), ACGME WebADS, MedHub, Amion, QGenda, Blackboard, Sharepoint navigating systems.
• Database proficiency (MS Access) preferred.
• Ability to use internet for basic information on licensure, board certifications, SF Match, NRMP, ERAS, American Board of Medical Specialties and ACGME.
• Copier and Scanner.

Minimum Qualifications:

• Five years administrative management experience. Additional experience may substitute for some education.
• Experience in an academic setting preferred.
• Basic understanding of Medical Education preferred.

Advocate Aurora Health is one of the 10th largest not-for-profit, integrated health systems in the U.S. with nearly 3 million patients served at more than 500 sites of care in Illinois and Wisconsin, including 28 hospitals. We're redefining the standard for care with world-class doctors and caregivers, innovative solutions, outstanding outcomes, and leading-edge research and clinical trials. Combined, Advocate and Aurora are recognized for clinical excellence in a variety of specialties. Advocate Aurora Health is one of the 10th largest not-for-profit, integrated health systems in the U.S. with nearly 3 million patients served at more than 500 sites of care in Illinois and Wisconsin, including 28 hospitals. We're redefining the standard for care with world-class doctors and caregivers, innovative solutions, outstanding outcomes, and leading-edge research and clinical trials. Combined, Advocate and Aurora are recognized for clinical excellence in a variety of specialties.