Nemours is seeking a Residency Program Manager to join our team in Wilmington, DE! The Residency Program Manager (PM), under the direction and supervision of the Program Director, is responsible for assisting in the administration of the education program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Common and Program/Specialty Specific Requirements. The Program Coordinator provides administrative support to the Program Director, Associate/Assistant Program Directors, Chief Residents, and residents/fellows. The Program Manager serves as a liaison between the program directors, chief residents, faculty, residents, and medical students and is a key member of the education leadership team. The Program Manager works closely with Nemours and Thomas Jefferson University staff and with accrediting agencies to ensure program compliance as well as with the Graduate Medical Education Director, other GME Coordinators, Department Chairman, fellows, residents, and educational visitors

Essential Functions:

Administrative Responsibilities

• Coordinate the daily operations and logistics for the education program
• Manages the Annual Program Evaluation (APE) by preparing a written plan of action, as is required, that delineates specific initiatives to improve performance as well as how to measure/monitor performance
• Update the ACGME Annual Program Review (ADS) with Program Director
• Assist Program Director with Faculty Development and Continuous Quality Improvement
• Provide support for program director, associate program directors, Director of Medical Education, and residents/fellows
• Co-direct meetings for program committees (program evaluation committee (PEC), clinical competency committee (CCC), etc.)
• Revise and implement program policies as needed to be compliant with ACGME, Specialty Board and institutional requirements
• Counsel residents/fellows on program policies and procedures
• Revise competency-based rotation goals and objectives and distributes to house staff and faculty annually
• Assist Program Director and faculty in the development of program curriculum, including integration and evaluation of core competencies into all educational activities
• Produce and distribute manuals/handbooks for house staff
• Coordinate with Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules
• Assist in the distribution of house staff on-call schedules
• Assists in creation and distribution of didactic conference schedule and tracking resident attendance
• Manages program wide events such as graduation and house staff orientation.
• Manage verification and credentialing requests from current and former residents
• Assists the GME office in the maintenance of program letters of agreement (PLA) contracts between the program and affiliated sites
• Assists in executing house staff contracts
• Coordinate the administration of the Specialty Board In-Training Examination (ITE) or equivalent
• Maintains house staff and faculty scholarly activity data for annual program accreditation
• Communicates directly with specialty board, specialty societies and other organizations
• Collaborates with the GME office to ensure house staff compliance with medical and controlled substance licenses, DEA number, BLS/ACLS/PALS, USMLE, TB test, flu shot, N95 respirator mask fitting, computer training requirements
• Serve as a member, develop agendas, take minutes, and implement decision and actions for residency/fellowship committees (i.e., CCC Committees, Program Evaluation Committees (PEC), etc.)

Evaluation/Credentialing

• Manages the distribution, tracking and filing of residents/fellows, faculty and rotation evaluations in New Innovations (RMS) or MedHUB
• Monitors residents/fellows' duty hours, runs monthly duty hour violation report and reports violation and action plan to the GME office
• Manages semi-annual residents/fellows' reviews with program director or associate program director, including portfolio review
• Coordinates and facilitates trainee checkout process, exit interviews with program director, and preparation of all final evaluations
• Tracks residents/fellows' procedures in the ACGME Case Log System and New Innovations (if applicable)
• Monitors residents/fellows board eligibility status
• Processes Moonlighting Authorization Forms
• Completes verification of training forms (FCVS)

Residents/fellows Recruitment

• Assist in training program recruitment including design, and publishing of all recruitment material available for prospective residents/fellows, including web site content and an annually updated recruitment video, printing of welcome materials for interview days, printing and distribution of application materials, interview schedule creation, time management through interview day, and other tasks around room preparation and catering (if applicable)
• Assist program director in screening and inviting candidates for interview
• Distribute the required policy and document packet to recruitment candidates
• Schedule candidate for interviews with faculty, meetings with residents/fellows, and a tour of the facilities (if permitted)
• Verify applicant eligibility including program selection policy, Educational Commission for Foreign Medical Graduates (ECFMG), and visa requirements
• Assist the program director in submitting the rank order list to the National Resident Matching Program (NRMP/SF Match)
• Complete annual GME Census Survey through GME Track to populate program's listing on FREIDA
• Work with GME and equivalent department members of ISSS to obtain VISA sponsorship for incoming residents/fellows

Program Accreditation, Compliance and Reporting

• Compile and submit records to Accreditation Council of Graduate Medical Education, American Board of Pediatrics, American Academy of Pediatrics, American Association of Medical Colleges, American Medical Association, and other professional organizations as required to include, but no limited to:
  • Annual Program Evaluation,
  • CCC documents for evaluations
  • Semi-Annual Evaluations for PD and resident
  • Milestones to ACGME bi-annually
  • Distribution of in-service training results
• Manage the ACGME Self-Study reporting process, and internal and ACGME site visits
• Complete annual ACGME program and residents/fellows' updates (WebAds)
• Manage data for ACGME Next Accreditation System (NAS)
• Organize special/internal review with the GME office
• Maintain system of review of affiliation agreements prior to expiration

Information Technology

• Update specialty board and accreditation databases annually
• Create, implement, and maintain program management software (New Innovations, MedHUB, Thalamus, ABP, ACGME, APPD, AAMC, NRMP, ERAS, Amion)
• Develop and maintain program and recruiting webpages including FREIDA and GME Track

Human Resources

• Manage and track residents/fellows' absences, including leaves of absence (FMLA) in accordance with institutional policies, government laws and board requirements
• Maintain accurate and confidential employment files for current residents
• Plan, organize and schedule new resident orientation and onboarding
• Serve as liaison for residents; evaluate morale and respond to concerns
• Assist with due process for residents' probation and termination
• Assist with the development of education program Wellness activities
• Support residents' mentorship program
• Manage additional staff members - develop performance standards, conduct performance reviews, and initiate personnel action forms.
• Interpret hospital policies and procedures and guide staff, residents, and faculty to ensure compliance.

Finance

• Assists in developing and implementing the residency program budget
• Work in conjunction with Nemours Finance to provide answers to Financial Intermediary on annual audits.
• Assist in the preparation of annual report for HRSA.
• Assist GME Department in data collections for GME reimbursement
• Support development of residency program budget; assembles data for budget development; conducts research for new Program initiatives; investigates costs of new projects and research new funding resources.
• Monitor all expenditures for residency program; prepares for signature all check requests for travel expenses and education allowances for pediatric house staff.
• Organizes department educational and social events while in alignment with Nemours' financial stewardship initiatives
• Prepare invoices for visiting learners for house staff salaries and residency program expenses.
• Maintain secure, timely and accurate records of all residency or fellowship related financial transactions
• Manage travel budget and may also be responsible for registering trip, early and final travel reimbursements for program director, associate program director and residents/fellows
• Provide oversight and tracking of residents/fellow's education and travel funds

Professional Development

• Attend monthly GME program coordinator meetings
• Engages in life-long learning by taking courses that further professional growth, knowledge, and expertise to enhance program management skills
• Actively participate at a national level in a program coordinators' association (if one exists for the specialty), or other national meetings, e.g., involvement in the annual ACGME Coordinators Program or other relevant graduate medical education committees
• Support in pursing certification through Training Administration of Graduate Medical Education (TAGME)

Minimum Qualifications

Bachelor's degree from an accredited college or university or its equivalent in experience required

Master's degree preferred

3-5 years in Residency/GME/Academic institution required

Experience in a dynamic, fast paced environment, preferred

Knowledge, Skills, and Abilities

• Exceptional interpersonal and communication skills
• Exceptional organization skills
• Ability to independently prioritize work
• Ability to utilize resources effectively
• Critical thinking and problem-solving skills
• Effective written and verbal communication skills
• Ability to adapt and adjust to new or changing situations
• Ability to maintain confidentiality
• Understands the dynamics and objectives of the residency program and its relationship with the primary institution and participating institutions
• Understands the management structure of the residency and maintain effective relationships with supervisors and coworkers
• Understands general human resource functions and principles
• Understands general financial and budgetary processes and principles
• Understands principles of record keeping and confidentiality (including HIPAA compliance)
• Understand recruitment software and applications (ERAS, NRMP, SF, FREIDA, Thalamus)
• Able to organize, schedule, and prioritize work for self and others to meet deadlines
• Able to work professionally and collaboratively in a team-setting consisting of diverse populations of faculty, staff, residents, and fellows and administrative colleagues

Computers and Technology

• Demonstrate proficiency with computer applications including Excel, Word, Adobe, Outlook, and web-based evaluation and reporting tools, online resources and equipment utilized by the education program and institution.

Supervision

• Supervision of administrative assistants including performance reviews
• Oversight of residents/ in training