Location: Seattle, Washington
Type: Full Time
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The School of Medicine has an outstanding opportunity for a GME Float Administrator.
The primary purpose of the GME Float Administrator (payroll title: Program Operations Specialist) is to ensure continuity of key operations of UW Accreditation Council for Graduate Medical Education (ACGME)-accredited residency and clinical fellowship programs when a program administrator vacates the position or takes an extended leave from the program. The GME Float Administrator position is housed within the University of Washington School of Medicine (UWSOM) Graduate Medical Education (GME) Office but will be partially assigned to one or more ACGME-accredited training programs within clinical departments of the UWSOM in order to support the day-to-day administration of residency/fellowship training programs. Specific duties may vary depending on when the Float Administrator is supporting the program along the academic year calendar. The Float Administrator may also support non-ACGME clinical fellowships within the UWSOM.
The Float Administrator will be responsible for serving as a liaison between the Program Director, associate program directors, residents/fellows, the GME Office, participating training sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which the residents/fellows rotate. This position may also assist in assessment of program operations, including making recommendations for operational/quality improvements. Additionally, when time is available, the Float Administrator will serve as a mentor for both new and current program administrators and provide additional operational support to the GME Office.
•Oversee the day-to-day administration of residency/fellowship programs, with careful prioritization of tasks.
•Meet with Program Director(s) on a regular basis.
•Communicate with GME constituents (department, faculty, residents/fellows, ACGME, ABMS specialty board) on a regular basis or as needed.
•Provide guidance to residents/fellows on program, institution, and GME policies.
•Administer the MedHub Residency Management System for the program, including maintaining resident/fellow demographics data; resident/fellow schedules; required evaluations; procedural logging/verification; conferences (when applicable); and timely completion of clinical and educational work hours.
•Ensure residents/fellows submit case/procedure log data in appropriate systems as required by their ACGME Review Committee (RC).
•Advise and consult on issues or inquiries from residents/fellows, faculty, staff and department chairs.
•Advise on Resident and Fellow Physician-Northwest (RFPU-NW) union collective bargaining agreement (CBA), directing residents/fellows and program faculty to appropriate resources. Ensure program has appropriate systems in place to manage CBA benefits.
•Ensure adherence to the program’s policies regarding clinical and educational work hours, eligibility and selection, and effects of leave on board eligibility.
•Respond to resident/fellow concerns; consult with program director, GME Office and/or GME Wellness Service as necessary.
•Develop/manage program website(s).
•Assess current program and administrative operations and make recommendations for program and operational improvements to the program director and to the Division and/or Vice Chair for Administration and Finance, as applicable.
•Provide other program support responsibilities as needed.
•Exercise appropriate discretion in maintaining strong working relationships with both the SOM/GME Office and clinical departments and programs assigned.
•Demonstrate excellent communication skills to numerous and varied constituents.
Program Accreditation and Compliance:
•Develop a familiarity with the ACGME Specialty-Specific requirements of the programs; develop program policies to comply with accreditation requirements, if needed.
•Assist with administration of annual ACGME Resident/Fellow and Faculty surveys
•Ensure resident/fellow reporting compliance in MedHub.
•Assist the program director in maintaining the program’s required ACGME documentation, and other essential documents required for program accreditation.
•Maintain program information in ACGME Accreditation Data System (ADS).
•Coordinate with program director on submission of data for ACGME Annual Update.
•Coordinate Annual Program Evaluation (APE) activities with program director including data collection and meeting preparation.
•In conjunction with the UW GME Office, coordinate accreditation activities which may include ACGME self-study visits, focused site visits, program Special Reviews, and
•prepare documentation as necessary.
•In coordination with the program director, act on citations/recommendations received from the ACGME or GME Office.
•Prepare Program Letters of Agreement (PLAs) with participating institutions and training sites; ensure agreements are revised as needed and reflected in MedHub schedules.
•In consultation with the program director, develop and maintain resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in MedHub, and update as appropriate.
•Communicate schedules to the hospitals, clinics, paging operators as needed. Approve revisions to schedules, and coordinate changes with affiliated sites and personnel throughout the year.
•Manage off-site rotation schedules (affiliated institutions, away rotations).
•Process vacation/leave requests for residents/fellows and ensure appropriate tracking.
•Complete monthly audits and corrections of resident/fellow schedule in MedHub for GME Finance reporting.
•Ensure current or planned schedules align with approved Single Source allocations and advise program director and Division and/or Vice Chair for Administration and Finance on discrepancies.
•Assist program director in development of evaluations on resident/fellow performance, faculty performance, and educational content of rotations and the program.
•Assist program director in coordinating Clinical Competency Committee (CCC) meetings and Milestone reporting.
•Administer the evaluation process for the program via MedHub and monitor completion compliance.
•Ensure completion of evaluations by outside evaluators (e.g., 360 evaluations), annual program evaluations, and summative evaluations of residents/fellows by the PD.
•Assist in the evaluation of faculty performance as it relates to the education program.
•Coordinate resident/fellow semi-annual reviews and assist program director with the Annual Program Evaluation (APE) process.
Resident/Fellow Appointments and Credentialing:
•Manage onboarding process for incoming residents/fellows; ensure compliance with rotation-specific credentialing requirements at each approved site of training.
•Understand division/department human resources and payroll staff involvement in appointment and credentialing process.
•Organize program-specific new resident/fellow orientation.
•Organize graduation activities for departing residents/fellows.
•Manage resident/fellow offboarding process. Maintain educational files for all current graduates, and store in accordance with UW Records Management retention schedules.
•Coordinate annual recruitment activities in collaboration with the program director, including application reviews, interview scheduling, and communications to program applicants.
•Update and manage program information in ERAS (Electronic Residency Application Service), SF Match, or appropriate application service for the specialty.
•Ensure adherence to match requirements and deadlines as appropriate for the specialty (National Resident Matching Program, SF Match, other).
•Organize and staff program interview day activities.
Other Program Responsibilities:
•Participate in the recruitment and training of the new Program Administrator.
•Serve as a supervisor to program support staff, when applicable.
•Complete annual surveys and ensure information is up to date in various GME systems (Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack)
•Coordinate and staff various committees in the program and department.
•Manage planning and logistics for retreats, meetings, and conferences.
•Process applications and appointment requirements for visiting residents, fellows, and scholars.
•Record training site/time distribution in MedHub for each resident/fellow for reporting to CMS.
•Manage program operations budget and additional budgets, as applicable.
•May oversee payroll for the program’s residents/fellows as well as program staff.
•Coordinate other fiscal activities as needed.
General GME Responsibilities:
•Identify areas for systems improvements across programs, provide recommendations and feedback to GME Office.
•Regularly attend UW GME events, meetings and trainings.
•Collaborate with colleagues in UW GME.
Program Administrator Mentor/Coach:
•Serve as a mentor for other program administrators. May work one on one with other administrators to assist on certain projects and provide guidance on program management.
•Design and lead training sessions for Program Administrators.
GME Office Special Projects:
•Co-lead the GME Program Administrator Advisory Council (PAAC).
•As a member of the GME Office, work on special projects in the office as needed, and when not assigned to a training program(s).
•Participate in GME Office review of Annual Program Evaluations.
•Bachelor's Degree in Business, Social Sciences, or other applicable area of study.
•3-4 years program management experience
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Excellent interpersonal and communication skills (written and oral).
•Proficient in Microsoft Word, Excel, and PowerPoint.
•Demonstrated ability to work independently and as part of a team.
•3-4 years of experience in graduate medical education.
•Experience working as program coordinator or administrator for a UW training program.
CONDITIONS OF EMPLOYMENT
•The position will be based in the GME Office at South Lake Union; however, it will require regular travel to the primary GME program teaching sites (UWMC, HMC, SCH, VA) while serving in the Float role and when meeting with program administrators. Depending on the program, they may need to spend most of their Float time at the program office itself or may be able to split their time between the program and SLU.
•This position will be expected to work regular work hours, 8 AM - 5 PM Monday through Friday. However, additional hours up to 50 per week may be typical.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.