Job Opportunities API

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 and requires regular attendance in the office in these locations, 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. • Scheduling Accuracy:   Maintain   and manage the accuracy of scheduling, rotations, and curriculum in residency management systems. • Leave Management:   Process leave requests (vacation, floater holidays, and sick leave), ensuring proper communication and coverage in the absence of a resident. This role description is a general description of the essential job functions .    It is not intended to describe all the duties the   Residency Program Administrator   may perform. KEY COMPETENCIES: • Communication Skills Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately   enumerate   information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and   difficult situations , to   ultimately provide   the best care possible   to   our patients and their families. • Decision Making Ability to make the most   appropriate decision   in a given   situation and then   taking   the next steps to ensure   appropriate   and   timely   completion. This requires conflict resolution skills, critical thinking skills , confidence   in your ability to make the right decision in most situations. This also includes   ability   to prioritize your workday appropriately to ensure the most important tasks are completed on time. • HealthCare Knowledge Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate .    This also includes keeping up with your licensure and yearly training requirements within your   area   exp ertise   along with MAHEC’s   organizational training. Finally, the ability to apply the depth of knowledge   maintained   and gained through this process in real life scenarios as   appropriate . • Interpersonal Skills Showing the ability to meet   difficult situations   with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when   its   most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others. • Organizational Values Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and   equitable   practices,   ability   to manage   change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do   the   best for each other and gives personal ownership towards the goal of helping people in their time of need. • Problem Solving Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to   an appropriate resolution   for a given issue. This helps to drive continuous improvement by thinking   through   where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those   new ideas   to affect positive change. SPECIFIED SKILLS COMPUTER • Proficient in MS Word, MS Excel, and MS PowerPoint. FOREIGN LANGUAGE • Not Applicable. OTHER • Ability to prepare documents and correspondence in support of programs. • Ability to effectively present information in one-on-one and group situations   required . PHYSICAL DEMANDS • Physical Demands: Light   - Moderate energy level: Lift and carry 25 - 35   lbs , Push/Pull 50 - 100   lbs   (empty bed, stretcher, etc.) • Physical Activity : Frequent (34 - 66% of Workday) SUPERVISORY RESPONSIBILITIES: • May directly supervise a residency program coordinator. EDUCATION AND EXPERIENCE MINIMUM QUALIFICATIONS: • Any   combination of training   and experience equivalent to a   bachelor’s degree in office administration, business, healthcare management, education, or other related degree and   three   years of work experience in a residency program, academic setting,   graduate medical education, or   health ca re organization   required . PREFERRED QUALIFICATIONS: • Knowledge or experience with ACGME, ABFM, and other accrediting and regulatory bodies that affect resident education and training. • Familiarity with medical anatomy and terminology. REQUIRED LICENSES: • Not Applicable. SCHEDULE: Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division);   40 hours   per workweek; weekend, holiday, or evening coverage is occasionally   required . Work hours will need to be flexible   in order to   respond to special work assignments, or evening activities, as requested by the team leader. POSITION COMPENSATION: $70,000, full time + full benefits available At MAHEC , we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive. All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption. MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC. If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to [email protected] for support in your job search process. You could be the talent we are seeking for this or other opportunities.