GME Program Administrator/Admin Coordinator

POSITION SUMMARY:The GME Program Administrator/Administrative Coordinator is a shared role in the Division of Pediatric Infectious Diseases. In the role of the GME Program Administrator, the candidate is responsible for assuring that programs for the education of pediatric infectious disease 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). The GME Program Administrator 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. The Program Administrator serves as a liaison between trainees, the Program Director, the GME office, the hospital, and accrediting bodies.Program Scope:The Program Administrator in this section supports up to three pediatric infectious disease fellows, rotating fellows from Children's Hospital, visiting medical students, and rotating residents.In the role of the Administrative Coordinator, performs a variety of administrative duties to ensure the proper function of the division including medical student and resident elective, handling communications, processing invoices and personal reimbursements (Chrome River), purchasing administrative and research supplies as needed, organizing office moves, submitting IT Help tickets for all faculty and staff, as well as facilitating meetings and conferences.This dual position requires resourcefulness, flexibility, acumen, diplomacy, and the ability to take initiative, work independently, and handle sensitive information with discretion.Position:

GME Program Administrator/Admin CoordinatorDepartment:

PediatricsSchedule:

Full TimeESSENTIAL RESPONSIBILITIES / DUTIES:Maintains basic knowledge of ACGME common and specialty-specific program requirements and entry-level competency in the administrative management of training program(s).Works with support and guidance from Program Director, GME office, and other Program Administrators.Actively participates in Program Administrator monthly meetings and other trainings/events through the GME office.Program Administration responsibilities:Maintains and updates training program website in partnership with Department and Communications stakeholders.Prepares, coordinates, and organizes all materials and logistics for program recruitment days as well as orientation for new trainees.Works with foreign nationals within the Section of Pediatric Infectious Diseases, including faculty, fellows, and employees to assure that VISA status is current and appropriate. Coordinates with GME regarding issues around legal documentation to assure and maintain legal US VISA status.Partners with GME Office around hospital-wide orientation.Coordinates and performs all administrative responsibilities related to hiring, licensing, onboarding, and advancement of trainees.Serves as a liaison for residents regarding benefits and Human Resources issues.Works with the Program Directors to ensure compliance with ACGME guidelines and their programs specialty board guidelines.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 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.Collates and prepares statistical data on trainees for evaluation sessions including Clinical Competency Committee meetings and semi-annual evaluations.Ensures that all evaluations are up-to-date in residency management software.Maintains up-to-date trainee rotation schedule for the year, including outside rotations and electives.Coordinates affiliation agreements and serves as a liaison between BMC and other training sites.Maintains and reviews resident's block and assignment schedules; tracks vacation and sick hours; calculates individual resident work hours to ensure compliance with ACGME/RRC guidelines.Completes payroll on a weekly basis utilizing Kronos, accurately reflecting time off.Coordinates record of training on all residents for annual report to the American Board of Pediatrics.Assists residents/fellows and Program Director with preparation and submission of abstracts, manuscripts, posters, and presentations as needed.Manages BU faculty appointments and promotions for the Section of Pediatric Infectious Diseases.Greets and provides assistance to visitors and employees in a professional and courteous manner.Maintains and updates departmental informational website, directory, and stationary as needed.Handles telephone calls in a professional, courteous manner; responds to inquiries or routes calls to the appropriate source.Works in conjunction with the Administrative Director to provide research and administrative support for special projects.Assists the Administrative Director and Section Chief with coordinating confidential personnel-related matters.Monitors and maintains inventory of office supplies and office equipment.Plans, organizes, and coordinates departmental meetings or special events.Prepares and distributes information packages for meetings as necessary.Edits and proofreads written materials and verifies the validity of data and documents contained in all reports prior to submission.May initiate responses (such as letters of recommendations, employment verification for loan deferments, etc.) for Program Director's review.Advances professional growth and development through participation in educational programs and workshops.Administrative support to the Program Director and members of the residency/fellowship leadership team.Other duties:Conform to hospital standards of performance and conduct, including those pertaining to patient rights.Utilize hospital's behavioral standards as the basis for decision-making.Follow established hospital infection control and safety procedures.Perform other duties as assigned or as necessary.Must adhere to all of BMC's RESPECT behavioral standards.Job RequirementsEDUCATION:Bachelor's Degree or equivalent combination of formal education and experience.CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:NoneEXPERIENCE:1-5 years of relevant experience required. Prior experience with graduate medical education programs preferred.KNOWLEDGE, SKILLS & ABILITIES (KSA):Strong organizational and multitasking skills.Strong written and verbal communication skills.Experience working both independently and in a team-oriented environment.Works efficiently under the direction of manager.Follows BMC best practices for managing GME training programs.Ability to work effectively with all levels of faculty, administration, and staff.Strong attention to detail to maintain accurate and complete records.Requires competency working with numbers, including payroll and basic budgetary accounting/data analysis.Basic knowledge of and ability to operate various computer software applications.Equal Opportunity Employer/Disabled/Veterans

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