Residency Program Administrator, Rural Track Program- Boone, North Carolina

About the role

JOB SUMMARY: The Residency Program Administrator is responsible for the day-to-day coordination of the MAHEC Residency and Fellowship Programs . The Program Administrator provides knowledge and expertise to support the Program Director in the management of all resident educational and professional experiences and to ensure program accreditation and sustainability. This position is located in Boone & Linville, North Carolina with the availability to travel to Asheville for team meetings and trainings. This position supports the Linville Psychiatry, General Surgery Rural Track and Family Medicine Programs in Boone & Linville, North Carolina. SPECIFIC RESPONSIBILITIES: Accreditation and Compliance Leadership ACGME Standards Oversight: Ensure adherence to ACGME Institutional, Core, and Program Requirements, interpreting and implementing policies to maintain accreditation status. Regulatory Compliance: Monitor and report on licensure requirements with the North Carolina Medical Board and DEA, ensuring timely renewals and compliance. Residency Management Systems: Maintain proficiency in residency management software such as New Innovations, MyTipReport , Med Scheduler, and Smartsheet, ensuring accurate data entry and reporting. Program Administration and Support Resident Support: Assist Program Directors in managing residents experiencing personal, educational, or professional challenges, including probation and termination processes, with confidentiality and professionalism. Evaluation Management: Oversee the resident evaluation process, ensuring compliance with ACGME requirements and maintaining high standards of feedback and assessment. Curriculum Development: Collaborate with faculty to develop and update didactic curricula, aligning with ACGME competencies and resident needs. Program Documentation: Annually update and distribute program manuals, advising residents on policies and procedures. Committee Coordination and Meeting Management Committee Leadership: Organize and schedule critical departmental planning committee meetings, including PEC, CCC, Scheduling Improvement/CQI workgroups, APE, Resident/Faculty Meetings, Advisor meetings, and Resident Committees. Milestone Tracking: Coordinate semi-annual Clinical Competency Committee reviews, preparing materials, facilitating meetings, and submitting milestone data to the ACGME. Operational and Logistical Support Administrative Tasks: Manage daily clerical tasks, including scanning, faxing, and sending out meeting reminders. Event Coordination: Manage room reservations for all program meetings, vehicle reservations, and program activities using Event Management System (EMS). Scheduling Collaboration: Collaborate with multiple GME Program Coordinators/Administrators and faculty schedulers to schedule TY/Addiction residents for required rotations, courses, and exams. Site Visit Preparation and Documentation Site Visit Readiness: Participate in the preparation of the department, faculty, and residents for ACGME site visits, ensuring all documentation is current and accessible. Data Management: Maintain up-to-date contact information for all outside attending faculty, lecturers, and residents, ensuring accuracy in residency management systems. Educational and Simulation Activities Conference Management: Manage weekly didactics conferences in conjunction with the Program Evaluation Committee, planning, developing, and maintaining the conference schedule. Simulation Activities: Organize and plan simulation-based training sessions, including Procedure Rodeos, Mock Codes, and Simulation Lab activities. Certification Coordination: Arrange ACLS, BLS, PALS training courses and follow-up review sessions for all residents. Financial Oversight and Resource Management Budget Management: Manage and track GME Program Educational Funds, Faculty Timesheets, Graduation Costs, Orientation Costs, and other programmatic funding as needed. Procurement: Act as a purchasing agent utilizing Workday's procurement process to purchase materials for the GME department and support other GME programs as directed. Reimbursement Processing: Process reimbursement requests, pay bills associated with the program's activities, and maintain /tracks residents' CME Funds. Recruitment and Onboarding Recruitment Strategy: Ensure the Residency Program has established recruitment policies and procedures. Recruitment Administration: Organize and administer activities related to the recruitment season, including assessing ERAS online applications, planning interview schedules, and coordinating logistics . Onboarding: Manage the onboarding process for new residents and fellows, ensuring all documentation is completed and compliance requirements are met. Scheduling and Rotation Management Schedule Development: Develop, coordinate, and maintain complex schedules for residents' rotations, ensuring alignment with educational goals and compliance with duty hour regulations. S

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