GENERAL PURPOSE:

With oversight and direction from the Program Director, the Residency Program Administrator is responsible for the operational and financial management of the accredited residency training program. This position provides direction, leadership, and day-to-day management of the educational and departmental/divisional activities to include administrative support to the Program Director and residency training program and chief residents, and educational coordination between attending physicians, residents, medical students, and institutional and regulatory administrative offices. The Residency Program Administrator must demonstrate initiative, resourcefulness, and critical thinking skills in applying a detailed knowledge of the responsibilities, functions, and underlying management structure of the department/division and of the larger institution and accrediting bodies in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely workflow.

RESPONSIBILITIES:

COMPLIANCE:

• Prepare and submit all information required and requested by the ACGME. This includes, but is not limited to, the annual program updates to the ADS. Must ensure that the information submitted is accurate and complete.

• Ensure compliance with grievance and due process procedures as set forth in the Institutional Requirements and implemented by the sponsoring institution.

• Provide verification of residency education for all residents, including those who leave the program prior to completion.

• Implement policies and procedures consistent with the institutional and program requirements for resident duty hours and the working environment, including moonlighting, and, to that end, must: distribute these policies and procedures to the residents, faculty; monitor resident duty hours, according to sponsoring institutional policies, with a frequency sufficient to ensure compliance with ACGME requirements; adjust schedules as necessary to mitigate excessive service demands and/or fatigue; and, if applicable, monitor the demands on at-home call and adjust schedules as necessary to mitigate excessive service demands and/or fatigue. Monitor the need for and ensure the provision of back up support systems when patient care responsibilities are unusually difficult or prolonged.

• Comply with the sponsoring institution’s written policies and procedures, including those specified in the Institutional Requirements, for selection, evaluation and promotion of residents, disciplinary action, and supervision of residents.

• Be familiar and comply with ACGME and Review Committee policies and procedures as outlined in the ACGME Manual of Policies and Procedures.

• Obtain review and approval of the sponsoring institution’s GMEC/DIO before submitting information or requests to the ACGME, including all applications for ACGME accreditation of new programs; changes in the resident complement; major changes in program structure or length of training; progress reports requested by the Review Committee; requests for increases or any change to duty hours; voluntary withdrawals of ACGME-accredited programs; requests for appeal of an adverse action, and appeal presentations to a Board of Appeal or the ACGME.

• Obtain DIO review and co-signature on all correspondence of document submitted to the ACGME that addresses program citations, and/or request for changes in the program that would have significant impact, including financial, on the program or institution.

• Compile annually a comprehensive record of the number and types of operative procedures performed by each resident completing the program. This record must include all the procedures in which the Cardio thoracic surgery resident was either surgeon or assistant during the CT surgery program. These records must be maintained using the ACGME Case Log System.

• Advise resident applicants of the prerequisite requirements of the American Board of Surgery.

• Ensure that the program has a well-organized, comprehensive, and effective educational curriculum necessary to ensure that all residents obtain experience in all the various areas of CT surgery.

• Document periodic review of the morbidity and mortality experiences of the service.

• Ensure that the faculty and resident attendance at conferences is documented.

• Demonstrate that residents have generally equivalent and adequate distribution of categories and cases.

• Interpret and apply ACGME, ABS, and hospital policies to support compliance.

• Complete required national and hospital surveys, collating and reporting program or trainee data.

• Track, report, and ensure compliance with procedures regarding licensing, moonlighting, malpractice extensions, annual contracts, and initial and re-credentialing of trainees.

• Facilitate semi-annual Clinical Competency Committee meetings and prepare the documentation needed to make resident progress assessments.

DIRECT RESIDENCY SUPPORT

• Provide support to and work closely with the Program Director. Meet regularly with the Program Director concerning office management and issues and activities, and the status of projects. Identify and evaluate the means for improving workflow and cost effectiveness; make recommendations to the Program Director for improvements. May assist in program-level policy development.

• Provide both administrative supervision and support to residents. Act as a liaison between residents and hospital administration when necessary. Act as a liaison to other Hospitals, units, and departments regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.

• Oversee department-level trainee orientation and task-specific training/certification.

• Develop new procedures in response to new or revised policies issued by governing agencies or Program Director.

• Liaison and communicate with all appropriate campus offices and affiliated hospitals.

• Provide administrative support to the Program Director, including scheduling meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports and provision of data to the various committees (PEC, CCC, etc.).

• Ensure house staff compliance with established policies and procedures.

• Inform residents and trainees of inter- and intradepartmental policy and procedure changes, with assistance from GME office.

• Manage materials for specialty-specific national, annual trainee exams, and may proctor exams.

• Develop, implement, and oversee the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluate and standardize office procedures and effectively troubleshoot and resolve issues.

• Maintain MedHub database with resident and faculty data (web based residency management tool).

• Manage the evaluative processes of trainees, the program, the faculty, and rotations.

• Manage the ACGME Milestones implementation and collection process.

• Develop and maintain the call schedule.

• Initiation and administration of house staff / program budget, including projections of future needs.

• Compile documentation for justification of additional house staff/program funding.

• Review Annual Program Letters of Agreement (PLAs) to ensure they are current.

• Participate in all program-related meetings both within the program and institution.

• Coordinate with Grand Rounds Program Coordinator for Visiting Professors for the program.

• Alert the Program Director of any physicians-in-training, faculty, or rotation evaluations of concern.

• Oversee all purchasing for the program. Assess equipment acquisition and training needs, and make recommendations to the Program Director. Order equipment and supplies for the training office, and its events and activities.

• Plan Divisional annual events including graduation, resident retreats, etc.

• Organize meetings and prepare and distribute materials for conferences and lectures. Develop invitations or advertisements for events.

• Coordinate with Medical Student Coordinator for medical student rotations and shadowing.

• Create and/or maintain external program advertising/media through websites, publications, and other such media. Create/edit annual publications regarding the program, and act as the webmaster of the program’s web site.

• Maintain the ERAS database (Electronic Residency Application System), and conduct its processes during the Residency recruitment season, including filtering applications that are suitable for review by the Program Director. Review all residency applications and screen those appropriate for interview. Perform all Match responsibilities and correspond with newly-matched residents about requirements for Appointment to the hospitals. Track and process initial paperwork for visa requests, in conjunction with the Registrar and International Office.

• Prepare letters and verifications, such as Board eligibility letters, and provide verifications of training, housing, and salary (to banks/landlords/professional associations) for trainees.

• Schedule and prepare various meetings and program-related events.

• Receive inquiries from residents and applicants, and triage as necessary to others within the department or in other hospital departments.

• Develop and distribute Resident Rotation Schedules that meet the educational goals of the program.

• Plan, coordinate, and implement curriculum and evaluation methodology for the six core ACGME competencies.

• Monitor resident stress, including mental or emotional conditions, or drug or alcohol-related dysfunction.

• Advocate for each resident, residency concerns in general, and interests within the department/division, institution, and affiliated hospitals.

• Prepare documentation of internal review materials and reports.

• Track Quality Improvement and Patient Safety projects and scholarly activity.

• Report, at minimum, Annual Review of the educational effectiveness of the program via a formal documented meeting (meeting minutes).

RESIDENCY ADMINISTRATION

• Approve resident conference reimbursements, mileage reimbursements, committee membership fees, and credentialing fees.

• Track and log all vacation/sick leave used by residents.

• Order certificates for graduating house staff.

• Order lab coats for continuing trainees.

• Order surgical loupes, leads, pagers, dosimetry badges, and personalized jackets for incoming trainees.

• Prepare and distribute annual Resident Education Conference Schedule.

• Schedule and prepare documentation needed for semi-annual resident/program director meetings.

• Perform other duties as assigned by the Program Director.

PROGRAM ADVANCEMENT:

• Prepare for and assist in the readiness of the program for ACGME Site Visits, CLER visits, as well as other activities associated with program accreditation. Prepare and assist in the readiness of the program for GME Internal reviews of the program, conducted at the midpoint of the accreditation cycle.

• Attend annual specialty-specific national conferences and/or national coordinator meetings. May have national duties as regional coordinator representative (or other) to said Association.

• May be asked to learn new software or web-based applications to further efficiency in the management of the program.

ADMINISTRATION DUTIES:

• Serves as the point of contact for ICU APP's, Cardiac APP's, ICU lntensivists, Cardiothoracic Residents and Fellows

• Responsible for effective written and verbal communication with faculty, patients, and staff.

• Processes reimbursements for ICU APP's, Cardiac APP's, ICU lntensivists, Cardiothoracic Residents and Fellows

• Manages facilities requests as necessary

• Assists with the development and effective management of Education FAQ's within budgeted parameters.

• Oversees the expenditure tracking per University guidelines and ledger reviews for Educational FAQ's.

• Manages and tracks purchase orders.

• Responsible for the completion and processing of expense reports.

• Responsible for the regular procurement of capital requests and office supplies.

• Assists with communicating needed updates, e.g. yearly competency, in-services, etc.

• Responsible for receiving, understanding, communicating and implementing appropriate financial policies and procedures, established processes of internal controls, and various systems required to process requests for reimbursement, to purchase computers and devices, to obtain appropriate "one up" signature approvals, etc. Work closely with Department of Surgery Finance in this area.

Performs other duties as assigned.

QUALIFICATIONS:

• Bachelor's degree and 4 years of relevant experience

• Or equivalent combination of education and experience required.

• 3+ years of office administration, healthcare or education setting preferred.

• Written/Verbal communication, Word, Excel, PowerPoint, Workday preferred.

• TAGME certification preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $54,808 - $76,752 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Medical Faculty Group
Full/Part Time: Full-Time