Position: Senior GME Program Administrator , Emergency Medicine      

Location: Boston, MA

Schedule: 40 hours per week

ABOUT BMC:

At Boston Medical Center (BMC), our diverse staff works together for one goal — to provide exceptional and equitable care to improve the health of the people of Boston. Our bold vision to transform health care is powered by our respect for our patients and our commitment to ensure everyone who comes through our doors has a positive experience.

You’ll find a supportive work environment at BMC, with rich opportunities throughout your career for training, development, and growth and where you’ll have the tools you need to take charge of your own practice environment.  

POSITION SUMMARY:

The GME Senior Program Administrator is responsible for assuring that programs for the education of Emergency 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).

Responds to all inquiries related to the training program, and interfaces with appropriate individuals, medical schools, licensing bodies, and affiliated institutions and organizations to obtain all necessary paperwork to onboard and maintain trainees. Operating independently with minimal direction, the Sr. Program Administrator serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies. 

Program Scope:

The Sr. Program Administrator may support mid to large-size programs or multiple programs, depending on their relative size and organizational needs.

JOB RESPONSIBILITIES:

• Maintains thorough and up-to-date knowledge of ACGME common and specialty-specific program requirements and superb skills related to the administrative management of training program(s). Seeks support and guidance from Program Director, GME office, and other Program Administrators as needed.

Program Administration responsibilities:

• Maintains and updates training program website in partnership with Department and Communications stakeholders.
• Point person for 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. Serves as a liaison for residents regarding benefits and Human Resources issues.
• Manages and performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees and communicates with trainees about related requirements, trainings, and processes. Tracks completion of these tasks and appropriately follows up with those who are incomplete or non-compliant.

• Assists in preparations for site visits, self-study, and other internal and external review processes.
• Works with the Residency Management Suite application (New Innovations) to assist with tasks such as scheduling, procedure logging, and evaluations.
• Monitors and 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). 
• Coordinates 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.
• Completes payroll on a weekly basis utilizing Kronos, accurately reflecting time off, including vacation days and sick days. Coordinates record of training on all residents for annual report.

• Assists residents/fellows and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.
• Sets up conferences and meetings as directed.  Arranges for and confirms speakers; processes stipends for outside speakers; assists with travel arrangements; books conference rooms, sets up audio-visual equipment, and arranges for food service, when necessary.
• Prepares and distributes information packages for meetings. Takes and prepares minutes of meetings, as required.
• Composes high level correspondence, spreadsheets, and presentations independently and with professional quality. Edits and proofreads written materials and verifies the validity of data and documents.

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) preferred

EXPERIENCE:

• 5 -10+ years of relevant experience required. Experience with graduate medical education programs required.
• Previous experience with New Innovations preferred

KNOWLEDGE AND SKILLS:

• Excellent organizational, multitasking and written/verbal communication skills
• Strong critical thinking skills, is able to identify issues and offer solutions. Has demonstrated comfort and ability working independently
• Ability to adjust with shifting priorities, demands, and timelines through prioritizing and problem-solving capabilities.
• Ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.
• Excellent attention to detail to maintain accurate and complete records of departmental activities and confidential personnel/training records.
• Advanced competency working with numbers, including payroll and budgetary accounting, and data analysis. Knowledge of and ability to operate various computer software applications, including but not limited to Outlook, Word, Excel, and Power Point.

JOB BENEFITS:

• Competitive pay
• Tuition reimbursement and tuition remission programs
• Highly subsidized medical, dental, and vision insurance options
• Career Advancement/Professional Development: Access a wealth of ongoing training and development opportunities that will not only enhance your skills but also expand your knowledge base especially for individuals pursuing careers in medicine or biomedical research.
• Pioneering Research: Engage in groundbreaking research projects that are driving the forefront of biomedical science.

Boston Medical Center is an Equal Opportunity/Affirmative Action Employer. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to Talentacquisition@bmc.org or call 617-638-8582 to let us know the nature of your request.

Equal Opportunity Employer/Disabled/Veterans