GME Program Support Administrator

POSITION SUMMARY:

The Department of Radiology at Boston Medical Center is seeking a GME program Support Administrator to provide administrative and educational support to the Radiology Residency Program Director, Associate Programs Directors, Fellowship Director, Program Manager, chief residents, residents and fellows. 

The Residency program, in addition to supporting the Neuroradiology, Body, Mammography, and MSK Fellowships, has been instrumental in creating a combined Radiology Program, which is one of very few in the country. While the main focus of the GME program Support Administrator & Financial Coordinator will be on the Radiology Residency and Fellowship programs, there will also be collaboration on projects to support the combined programs. 

Position: GME Program Support Administrator        

Department: Radiology Administration

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Provide administrative support including meeting scheduling/calendar management, room booking, paperwork processing, recording of meeting minutes, development of reports and files, and filing.

Assist with department postal mail/fax distribution. Assist in managing the residency program budget and residents’ educational allowances, including requesting invoices, processing invoices, completing reimbursements, creating check requisitions and tracking and controlling expenses over time.

Track and communicate with faculty, residents, and administrators to ensure accurate matching of schedules and completion of resident assessment assignments in New Innovations.

Assist the program coordinator in planning residency events including recruitment dinners, orientation, graduation, retreats, as well as other program-related events. Coordinate logistics.

Assist the program coordinator in ensuring timely communication and facilitation of the following:

• All aspects of Residency and Fellowship recruitment and interview process.
• Resident compliance training and resident occupational health clearance.
• Submission of reports regarding residents’ schedules, leaves, and away electives.
• Residency budget maintenance and reconciliation, utilizing INFOR budget reports.

Coordinate with department leaders to help manage the on-call system.

Assist the Finance Director with special budget projects and financial reconciliations pertaining to the department, including the analysis of attending productivity. Perform basic monthly or quarterly expense review, including physician salary.

Other duties:

• Adapt to changes in the departmental needs, including, but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilize hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission.
• Follow established hospital infection control and safety procedures.
• Maintain website, directories, lists, and pagers pertaining to the Residency & Fellowship.
• Perform other duties as assigned or as necessary.

Must adhere to all of BMC’s RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job.  The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

Bachelor degree, experience working in an academic health care setting, and previous experience working within Graduate Medical Education (GME) are preferred.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

EXPERIENCE:

Relevant educational administration and/or office and budget management experience required.

KNOWLEDGE AND SKILLS:

CHARACTERISTICS:

A successful candidate for the position must be:

• Thorough, organized and highly proficient with computers, including Excel, Word, Outlook, and web-based evaluation and reporting tools.  
• Possess a high proficiency with both written and verbal communication skills.
• Able to take initiative, work independently, and handle multiple priorities effectively in order to meet deadlines and anticipate, think through, and troubleshoot potential problems.
• Able to work professionally and collaboratively in a team-setting consisting of diverse populations of faculty, staff, residents, fellows and medical students. Must have excellent customer service skills and ability to adapt to changing work environment.
• Able to analyze, interpret and synthesize information from a variety of sources and clearly present findings verbally and in writing.
• Able to learn and help others adhere to human resources and finance policies in a confidential manner.
• Able to learn, understand and apply Accreditation Council for Graduate Medical Education (ACGME) or other subspecialties guidelines.
• Knowledgeable of basic spreadsheets and budgetary operations.

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