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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The Department of Cardiac Surgery is seeking a Graduate Medical Education Program Administrator Intermediate to provide support for the department’s Residency, ACGME fellowship, and Non-ACGME fellowship training programs. This position will provide support across a broad range of GME programs.  The Program Administrator will play a key role in supporting all areas of the education training program through acquired knowledge of and compliance with the accreditation standards of the Accreditation Council for Graduate Medical Education and in accordance with the certification requirements of the American Board of Thoracic Surgery.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Responsibilities*

Collaborates in management, interpretation, and analysis, and makes recommendations of certain aspects of the residency or fellowship program and implements changes approved by program leadership. Prepares, coordinates, and monitors residency or fellowship related administrative activities through the application of broad GME knowledge, practices and principles in conjunction with, or occasionally on behalf of, the Program Director.

Program Accreditation

  • Manages oversight of Program Evaluation Committee (PEC) Action Item list
  • Manages required documentation, preparations for, and participates in site visits, self-studies, and/or special reviews
  • Liaison between the national accreditation organization, Program Director and GME Office
  • Initiates forms, including creating responses, and gathers documentation for Graduate Medical Education Committee review/approval

Curriculum Development

  • Manages evaluation mapping of core competencies and milestones through critical evaluation
  • Continuously ensures new or revised Program Requirements are integrated into the training program
  • Develops comparison data of evaluations and milestones for residents/fellows and the program
  • Analyzes completed evaluations for concerns and shares information with the Clinical Competency Committee and Program Director
  • Creates conference schedule and ensures didactic series meets accreditation requirements and integrates new ideas and concepts
  • Develops the program orientation process (outside of institutional orientation); knows what must be included, makes adjustments and changes as needed
  • Collaborates with internal departments, external training sites, and organizations on educational orientation requirements
  • Presents program materials to residents/fellows at orientation events

Department Liaison for Graduate Medical Education

  • Provides measurable impact on operational effectiveness and attainment of training program objectives
  • Reviews/revises documentation content
  • Provides administrative supervision and support to residents/fellows and investigates any questions and/or concerns
  • Functions as a liaison between the residents/fellows, Program Director, faculty, GME Office, participating sites, other internal departments and outside agencies
  • Creates processes for tracking data
  • Participates in work groups/task forces

Resident/Fellow Scheduling

  • Ensures curriculum requirements are met by training level and accreditation (requires strong knowledge of program, requirements and processes)
  • Creates and/or assists development of rotation schedule and communicates with off-services and outside hospitals
  • Creates appropriate advancement schedule for off cycle residents/fellows, incorporating remaining rotations required
  • Manages rotation schedule throughout the academic year
  • Critically analyzes work hours, including determining reason for work hour violations and/or trends; follows up with Program Director
  • Creates call schedule

Finance Responsibilities

  • Creates budget based on projected rotation schedule, off-cycle residents/fellows
  • Manages and monitors budget(s) for variances
  • Evaluates FTE activity and makes recommendations to Program Director to correct variances
  • Evaluates operational expenses and makes recommendations to Program Director to correct variances
  • Advises GME on correction plan when notifying GME of FTE budget variances
  • Reconciles Statements of Account (SOA)

Policies and Procedures

  • Educates and manages new Program Directors on accreditation, institutional, and/or Department policies and procedures
  • Educates and manages residents/fellows on accreditation, institutional, and/or Department policies and procedures
  • Critically evaluates program policies to ensure alignment with institutional policies and accreditation requirements
  • Revises and implements policies/procedures

Management or Supervision of other staff in the Department

  • May have functional supervision responsibilities
  • Coaches/mentors new GME Program Administrators
  • May supervise student worker(s)

HR Function

  • Articulates the purpose of all credentialing documents
  • Critically evaluates all credentialing documents and resolves issues
  • Applies knowledge to answer incoming resident/fellow credentialing questions
  • Writes required documentation for J-1 visa submissions
  • Provides J-1 visa holder status updates as needed
  • Advises on effects of LOA to the individual resident’s/fellow’s training program
  • Determines if training extensions are needed due to LOAs based on program and Board requirements

Program Communications

  • Creates communications on behalf of Program Director when specific communications are needed
  • Reviews and edits communication created by Program Director
  • Engages with program faculty for education requirement adherence

Recruitment

  • Screens applicants for interviews to meet selection and accreditation criteria
  • Coordinates Rank Meeting materials and participates in Rank Meeting
  • Organizes and arranges faculty members and current residents/fellows for interviewing candidates
  • Arranges itineraries and schedules for candidates
  • Executes recruitment days and problem solves
  • Collects and maintains data to analyze, identify trends and make recommendations
  • Collaborates with Program Director to enter and certify Rank Order List
  • Develops and distributes post-recruitment or Match surveys

Educational, Wellness and Social Events for Residents/Fellows

  • Creates and monitors event budgets
  • Creates and manages wellness initiatives
  • Analyzes survey or event evaluation feedback and makes recommendations for new or improved educational events and/or social functions
  • Coordinates and implements University hosting policies/procedures with venue adherence
  • Tracks resident/fellow completion of required educational events

Required Qualifications*

  • Bachelor’s degree or equivalent combination of education and experience
  • 3-5 years of professional/administrative experience
  • Demonstrated ability to think autonomously and escalate issues as needed
  • Demonstrated verbal and written communications skills and effective interpersonal skills
  • Demonstrated ability to operate with considerable independence and work under general supervision

Desired Qualifications*

  • Bachelor’s Degree
  • GME experience
  • Experience in an academic health system
  • TAGME certified
  • Knowledge of University policies and procedures

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.