GME FLOAT ADMINISTRATOR

GME FLOAT ADMINISTRATOR

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The primary purpose of the GME Float Administrator 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 (Program Operations Specialist (E S 8)) 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.

DUTIES AND RESPONSIBILITIES

PROGRAM ADMINISTRATION

General Responsibilities : 20%

• 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 : 10%

• 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.

Resident / Fellow Schedules : 10%

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.

Evaluations : 10%

• 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 (, 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 : 10%

• 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.

Recruitment : 10%

• 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 : 10%

• 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.

Financial Responsibilities : 5%

• 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.

GME RESPONSIBILITIES

General GME Responsibilities : 5%

• 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 the GME Office.

Program Administrator Mentor / Coach : 5%

• 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 : 5%

As a member of the GME Office, work on special projects with GME Office teams when not assigned to a training program(s).

MINIMUM REQUIREMENTS

• Bachelor's Degree in Business, Social Sciences, or other applicable area of study.
• 3-4 years of program management experience.
• Experience working in Graduate Medical Education.

Equivalent education / experience will substitute for all minimum qualifications except when there are legal requirements, such as a license / certification / registration.

ADDITIONAL REQUIREMENTS

• 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.

DESIRED QUALIFICATIONS

• Experience working as program coordinator or administrator for a UW training program.
30+ days ago