Residency Program Administrator

As our Residency Program Administrator, you will be a pivotal leader, driving accuracy and compliance for our specialty residency program.

Every day, you will manage our GME residency program, creating, monitoring, and disseminating trainee and rotation schedules. You'll ensure budget compliance, verify training goals are met, and monitor all ACGME residency requirements and institutional policies. You'll also manage resident HR profiles through Infor and approve timecards via TEAM systems, all within our dynamic medical education environment.

To be successful in this role, you'll combine sharp administrative acumen with unparalleled attention to detail, an analytical mindset, and the clarity to transform complex requirements into actionable operational plans.

• Administrative: Executes institutional and/or program activities with a high degree of independence (e.g. educational events, training, recruitment, orientation, graduation, site visits, etc). Partners with program directors concerning program management challenges and activities. Identifies and evaluates methods for improvement and makes recommendations to program leadership. Partners with program leadership in development of program-level policies and provides copies of program-specific policies to the GME Office. Educates and manages distribution of institutional and program policies Provides measurable impact on operational effectiveness and attainments of training program objectives. If applicable, oversees the work of support staff. Provides mentorship to other program Administrators. Functions as a liaison between the residents/fellows, program director, faculty, GME office, Institutional Program Manager GME, human resources labor relations, participating sites, and other internal department and outside agencies. Manages tracking data: Rotations Case/Procedure logs Work Hour compliance Conference attendance Evaluations Scholarly Activity QI/Patient Safety projects Licensure Vacation, sick time. Critically evaluates program policies to ensure alignment with institutional and accreditation requirements. Generates faculty and resident list for institutional Clinical Learning Environment Review (CLER) visit. Responds to any additional institutional GME requests.
• Clinical Experience and Educational Schedules: Creates, monitors and disseminates trainee schedules and manages those rotation schedules throughout the year (entering into residency management system, ensuring budget compliance, verifying required training goals are met, etc.). Monitors completion and compliance of work hour logs. Tracks moonlighting activities of trainees and ensures compliance with moonlighting policies.
• Credentialing: Provides accurate information about the physicians who trained in the program and is detail oriented in the credentialing process. Drafts the “Verification of Training” forms. Drafts recommendation letters. Knowledgeable on appropriate releases of information and ensures the program is properly protected prior to releasing any information on a past trainee. Ensures appropriate documentation is prepared when a trainee enters an improvement status (ie. probation). Maintains appropriate documentation for board eligibility. Ensures state licensure requirements are met by the program.
• Evaluation: Proficient with Residency Database Management system. Assists with development of and ensures completion of formative, summative, semi-annual, and final evaluations of the trainees. Ensures completion of assignment feedback and prepares necessary reports / action plans. Attends Clinical Competency Committee (CCC) meetings, takes minutes, and creates action plans as needed. Submits Milestones data to the ACGME. Documents either trainee or faculty remediation plan(s) as needed. Develops comparison data of evaluations and milestones for trainees in the program for presentation to the Graduate Medicine Education Committee (GMEC) as needed. Analyzes completed evaluations for concerns and shares information with the program director and CCC. Assists with development of program evaluations, disseminates, monitors completion and tracks action plans.
• Didactics and Educational Content: Schedules didactics and speakers and creates appropriate education calendars. Works with program directors to ensure didactics cover deficiencies seen in the in-training or Board examinations. Sets up training or deploys fatigue mitigation educational sessions. Assists with scheduling and management of scholarly activities. Tracks and enters trainee scholarly activity into ACGME WebADS. Facilitates the distribution of practice habits data to trainees. Maintains goals and objectives for rotations/assignments. Ensures trainees receive goals and objectives prior to the start of each rotation.
• Faculty: Disseminates program policies to all teaching faculty and sets up necessary training in the evaluation and supervision of trainees and the requirements for transition of care and fatigue mitigation. Maintains a database of faculty mentors (interested in education). Assists with creation and facilitation of faculty development activities; tracks activities of core faculty for annual reporting. Tracks all scholarly activity for core faculty for WebADS annual reporting. Pulls faculty evaluation data used by the program director for annual evaluation of teaching effectiveness.

Required

• Bachelor's Degree and
• Minimum of 3 years experience in program managing or business related field

Preferred

• Accreditation experience, including working with regulatory agencies

Founded in 1941, Dignity Health - Dominican Hospital is a 188-bed, acute care, nonprofit hospital located in Santa Cruz, California. Serving over 80,000 patients annually, the hospital offers a full complement of services including heart care, orthopedics, and a Family Birthing Center. Additionally, Dominican Hospital has been recognized as an LGBTQ+ Healthcare Equality High Performer by the Human Rights Campaign Foundation. It is a Joint Commission-certified Primary Stroke Center, and has been awarded the AMA/ASA’s Get the Guidelines - Stroke Gold Plus Quality Achievement, recognizing the hospital’s commitment to providing the best stroke care.

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