GME Senior Program Manager

POSITION SUMMARY:

The Senior GME Program Manager is responsible for assuring that programs for the education of Internal Medicine residents/fellows are properly organized, well-coordinated, effective, monitored, and in compliance with requirements set by Boston Medical Center (BMC) and by all organizations and agencies (such as the ACGME and the governing RRC). Operating independently, the Senior Program Manager serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies. The Senior Program Manager oversees program accreditation and compliance for the entire Internal Medicine Residency Program. Through their team, this roles ensures all inquiries related to the training program are responded to and compliance requirements are met with medical schools, licensing bodies, and affiliated institutions. Makes recommendations and advises on changes to the program based on anticipated needs, new or changing program and institutional requirements, or other market forces, and oversees implementation of agreed upon changes. 

Program Scope:
The Senior Program Manager oversees and supports large and/or complex programs, multiple programs, and is able to step in for other Program Administrators in times of leaves, vacations, or temporary vacancies.

Position: GME Senior Program Manager       

Department: Residency

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

•  Maintains excellent and up-to-date knowledge of ACGME common and specialty-specific program requirements and outstanding skills related to the administrative management of training program(s).
• Provides support and guidance to Program Director, Administrative Director, GME office, and other Program Administrators as needed.
• Actively participates in and contributes expertise to Program Administrator monthly meetings, and other trainings/events through the GME office.
• Senior Program Manager serves as an educator and mentor to other Administrators, supporting their training and onboarding, and ensuring consistent application of best practices on the management of training programs across BMC.
• Works in collaboration with GME, Program Leadership and Program Managers to ensure compliance with ACGME and AAIM requirements.
• Provides strategic and operational support to the Vice Chair of Education, Program Director, and Administrative Director as needed.
• Communicates updates to Program Director and Administrative Director on changes to program requirements from GME and ACGME.

Senior Program Manager responsibilities:

• Maintains and updates training program website in partnership with Department and Communications stakeholders.
• Oversees the administrative activities and operations in the Internal Medicine Residency Office to ensure program accreditation and compliance.
• Works with Administrative Director to build community around Department of Medicine education administrators, which includes clerkship, residency, and fellowship.
• Oversees initiatives identified by (diversity, mentorship training, program development, etc.) Vice Chair of Education, Program Director, and Administrative Director of Education.
•  Provides reporting and data analysis for recruitment, evaluations, and program performance.
• Oversees preparing, coordinating, and organizing materials and logistics for program recruitment days as well as orientation for new trainees.
• Partners with GME Office around hospital-wide orientation.
• Supports Administrative Director on managing components of the program budget.
• Identifies and implements administrative process improvement initiatives.
• Manages and collaborates with Program Managers to complete all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes.
• Works with the Program Directors to ensure compliance with ACGME (and or other governing/credentialing body) guidelines and their programs specialty board guidelines.
• Leads preparations for site visits, self-study, and other internal and external review processes. In partnership with the GME Office, provides at the elbow support for other Program Administrators who are preparing for a site visit or other internal or external reviews.
• Partners with GME on standardization and creation of best practices related to management of training programs at BMC.
• Oversees tasks related to the Residency Management Suite application (New Innovations) such as scheduling, procedure logging, and evaluations.
• Actively maintains accurate conference attendance, duty hours, and other issues related to training program and compiles program documentation and appropriate statistical data.
• Ensures that all evaluations are up-to-date in residency management software.
• Compiles data for Annual Program Evaluations (APE) and assists Program Director with tasks related to the APE and Program Evaluation Committee.
• Maintains up-to-date trainee rotation schedule for the year, including outside rotations, and electives (including rotators from other institutions).
• Manages affiliation agreements and serves as a liaison between BMC and other training sites and enlists GME Office help when appropriate.
• Maintains and reviews resident’s block and assignment schedules, “on- call” schedules; tracks vacation and sick hours; calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines and alerts Program Director of any potential conflicts.
• Coordinates record of training on all residents for annual report to the American Board of Internal Medicine.
• Assists residents and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.
• Sets up conferences and meetings as directed.
• Develops and presents materials for program leadership meetings.
• May initiate responses (such as letters of recommendations, employment verification for loan deferments, etc.) for Program Director’s review or may complete and send out responses on their behalf.
• Administrative support to the Program Director and other members of the residency/fellowship leadership team, and department members as needed.

Other duties

• 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.
• Perform other duties as assigned or as necessary.

Must adhere to all of BMC’s Values & 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’s Degree or equivalent combination of formal education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

TAGME certification (or another advanced degree or certification) required

EXPERIENCE:

7+ years of relevant experience required. Experience with graduate medical education programs required. Previous experience with New Innovations required.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

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