Program/Project Specialist

Apply for Job Job ID 366042
Location Twin Cities
Job Family LR-Clerical
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 1897
Employee Class AFSCME Unit 6 - Clerical
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About the Job

The GME Program Associate partners with the Residency, Fellowship, and Medical Student Program Managers and all Program Directors/Faculty within the Department of Obstetrics, Gynecology, and Women's Health. Responsible for addressing or coordinating responses to all matters related to the Department trainees. Point of contact for all internal and institutional stakeholders. Responsible for tracking and ensuring trainee compliance with administrative and curricular requirements for graduating and board certification. Responsible for successful and efficient management of recruitment, onboarding, and scheduling. Assist with compliance with all programmatic, institutional, & national governing policies & regulations.

Responsibilities:
Residency Program Management (70%)

• Program Scheduling: work with program coordinator, resident schedulers, program & site administration to input & maintain detailed rotation, call, & clinic schedules; develop & maintain educational conference schedules; oversee & manage PTO calendars and tracking
• Program Recruitment: assist & manage all aspects of annual trainee recruitment
• Program Events: assist & manage with all aspects of Research Day, Graduation, Department Appreciation/Welcome Picnic, Orientation, Boot camp, trainee retreats, wellness events, and In-Service Exams
• Program Communication: create & manage program newsletters, website, & Google Sites; develop and implement ongoing document process improvement
• Program Finance: create & process expense reports, purchase orders, & check requests for program expenses as necessary; work with google forms to manage financial forms & submissions; set up Vendors within the EFS to process payments as needed
• Program General Support: administer trainee verification process; document retention, quality assurance & ongoing project management; participation in both departmental committee meetings & institutional program meetings; serve as key department resource

Medical School and Global Health Management (20%)

• Proctor: shelf exam for medical students
• Observers: manage calendar availability & scheduling management
• Oversee: Adjunct Faculty yearly reviews
• Assist with interest group reimbursements and events
• Program general support: global health meeting schedule & administrative support for Global Health track

Grand Rounds & Departmental Education Activities (10%)

• Provide administrative support for logistics related to departmental educational events
• Provide administrative and technical assistance at monthly Grand Rounds
• Provide back-up and support for Grand Rounds administrative coordinator
• Tasks as assigned
  

This is a Monday - Friday, 8:00am -4:30pm, position that will initially start as an in office position, transitioning to a hybrid model after initial training. Expectations for on-site work is 30%- 50%, flexibility is required for program related events.

Qualifications

All required qualifications must be documented on application materials

Required Qualifications:

• High School Diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience
• Demonstrated experience with process improvement, detail coordination & project management
• Ability to exercise independent judgement & discretion
• Demonstrated interpersonal & customer service experience in a multi-tasking environment
• Demonstrates resourcefulness; identifies errors and problem solves
• Excellent written, oral and presentation skills

Preferred Qualifications:

• Experience with both small and large group, formal and information presentations
• Proficient Microsoft Office skills to include Word, Excel, and PowerPoint
• Proficient with Google to include: Calendars, Documents, and Drive
• Ability to deal effectively with ambiguity and exercise a large amount of independent judgement and discretion on important matters
• Establishes and maintains collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization
• Self-motivated and strategic thinker
• Customer service orientated and/or experience
• Tolerates stress, adapts to change, and remains professional when receiving new or changed work direction
• Working knowledge of GME and UME infrastructure
• Knowledge and/or expertise of the following software systems: PeopleSoft, EFS, Medis, EValue, New Innovations, Amion, myTipReport, and Qualtrics
• Can work in a diverse environment remaining positive, proactive, resourceful, and efficient
• Advanced Microsoft Office and Google Office skills

About the Department

The Department of Obstetrics, Gynecology and Women's Health provides training to 36 residents over 4 years. The residency coordinator will be instrumental in the management of educational programs and rotations at multiple training locations. They will be a key team member along with the Program Director, chief residents and Education Manager in providing the national and institutional regulatory requirements of the program.

Pay and Benefits

Pay Range: $51,000 - $58,000/year; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type:Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).

The University of Minnesota Medical School

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.
The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.