Fellowship Program Administrator

Description:

The Program Administrator (PA) (Program Operations Specialist (E S 8)) is responsible for the day to day operations of the programs in compliance with residency/fellowship training program requirements of the Accreditation Council for Graduate Medical Education (ACGME). The PA works with the Program Directors (PD), associated Program Directors and core training faculty in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME accreditation standards and other regulatory requirements. The PA functions as a liaison between the PD, fellows, training faculty, UW Office of Graduate Medical Education (GME), participating training sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which their fellows rotate.

Position Complexities
This position is responsible for working with two separate but complementary training programs. The PA will work with each program's PD and associate PDs/training site directors to ensure compliance with accrediting bodies and oversight agencies, while implementing curricular updates and individualized evaluation processes, assessing outcomes measures, and allocating budgetary resources. This position functions within the complex environment of academic medicine with obligations to multiple oversight groups and funding entities.

Position Dimensions and Impact to the University
Graduate Medical Education is a dynamic and challenging area and of great importance to the University. The Division of Gerontology and Geriatric Medicine training sites include UWMC, HMC, Seattle VA, Seattle Children's Hospital, Fred Hutch Cancer Center and other individual sites of practice. This position works with the faculty leaders to ensure that program and individual training goals are met annually.

DUTIES AND RESPONSIBILITIES
Program Accreditation and Compliance (20%)
Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements. Develop and modify program policies to comply with accreditation requirements where necessary.
Maintain all essential documents required for program accreditation.
Assist the PD in maintaining program information in the ACGME’s Accreditation Data System (ADS), including but not limited to current residents/fellows, program faculty, scholarly activities, training sites, responses to citations, and program evaluation methods.
Support the activities of the Clinical Competency Committee (CCC) and its Chair, includes collating data on each resident/fellow, coordinating CCC meetings, providing insight into resident performance (e.g., in areas such as interpersonal and communication skills, teamwork and professionalism) taking meeting minutes, recording decisions, and managing the submission of Milestones data to the ACGME in coordination with the PD.
Support the activities of the Program Evaluation Committee (PEC) and its Chair, including scheduling and attending meetings, taking minutes, providing data and information for regular systematic program review and the Annual Program Evaluation (APE).
Coordinate ACGME self-study visits and focused site visits, when applicable.
Prepare Program Letters of Agreement (PLAs) in coordination with the GME Office with participating institutions and training sites. Ensure agreements are revised as needed.
Facilitate ACGME communications to residents/fellows and faculty, including notifications regarding the annual ACGME Survey.
Maintain program and resident/fellow statistics as identified for the hospitals for Joint Commission (TJC) accreditation requirements.

Recruitment (20%)
In collaboration with the PDs, establish annual policies and procedures for applicant recruitment.
Manage program information in application portals, and specialty matching services.
Coordinate all components of recruitment including managing applications, developing an applicant review process with PD, scheduling applicants for interviews, hosting interview days, coordinating rank meetings, and working with the PD on the final rank list.
Produce program recruitment information such as web content, informational materials, and updating social media sites as needed.
Ensure adherence to National Resident Matching Program (NRMP) requirements, policies, and deadlines.

Fellow Appointments, Credentialing and Offboarding Process (15%)
Manage appointment process for incoming housestaff in coordination with appointment and credentialing process requirements provided by the GME Office.
Understand division/department staff involvement in credentialing process, including responsibilities of payroll coordinators and others.
Organize and schedule program-specific new resident/fellow orientation.
Initiate appointment process for incoming residents and fellows.
Manage the appointment process for visiting residents and fellows.
Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training, specialty-specific training).
Ensure resident/fellow compliance with UW and UW GME credentialing requirements, including medical/dental licenses, DEA registrations, PECOS enrollment, immunizations, HIPAA training, Learning Gateway modules, and other training as required.
Facilitate application process for visiting residents and fellows, in compliance with the UW GME Visiting Resident/Fellow Policy.
Complete electronic health record (EHR) training registrations for residents and fellows as required.
Field questions from applicants and faculty regarding visas and consult with the GME Office on all visa matters.
Arrange for pagers, ID badges, Husky Cards, keys, lab coats, etc. for residents/fellows.
Facilitate resident/fellow changes in appointment from ACGME to non-ACGME clinical and/or research fellows. Includes working with Academic Appointments and Compensation (AAC) and GME Office on appointment and credentialing requirements and coordinating changes in funding sources.
Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training.
Organize annual resident/fellow graduation.
Manage offboarding activities including distributing graduate follow-up survey, ordering graduation certificates, terminating residents/fellows UW Medicine Account access, and returning pagers and badges to the hospitals.
Resident/Fellow Files:
Maintain educational files for all current residents/fellows and graduates.
Archive graduated resident/fellow files in accordance with UW Records Management retention schedules.
Coordinate with PD development and distribution of a graduate follow-up survey.
Maintain residency database and hard copy files of current and alumni program participants.

Other Program Responsibilities (10%)
Complete surveys and ensure information is up-to-date in various GME systems such as Specialty Board, FREIDA, ACGME ADS, professional organizations, MedHub.
Coordinate and staff various committees, including the Clinical Competency Committee(CCC), Program Evaluation Committee (PEC), residency management meetings, faculty curriculum committee meetings, departmental meetings, meetings with the PD, and with residents/fellows, and follow up on action items as needed.
Manage administrative and planning logistics for retreats and conferences (e.g., lectures, conferences, grand rounds, journal club, M&M, residency/fellowship retreats, BLS/ACLS courses, In-service exams).
Provide guidance to faculty, residents/fellows, and administrators on program, institution and GME policies.
Identify areas for systems improvements across programs and provide feedback to the PD/APD.
Provide resources for career development, job searches, and job fairs for residents/fellows. As necessary, travel to program training sites to meet with program support staff and resident/fellows.
Coordinate updates on division website.

Resident/Fellow Schedules (7.5%)
In consultation with the PD, develop and maintain resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in MedHub, and update as appropriate.
Communicate schedules to the hospitals, clinics, paging operators as needed.
Advise and counsel residents/fellows concerning ABMS-specialty board and training track educational requirements, adjusting schedules to meet requirements when needed.
Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.
Manage off-site rotation schedules (affiliated institutions, away rotations).

Evaluations (7.5%)
Assist PD in development of program evaluations that measure resident/fellow performance, faculty performance, educational content of rotations, and the program, ensuring these are written in competency based language, as necessary.
Assist PD with the program’s Clinical Competency Committee (CCC) meetings, including preparation of evaluations and supporting materials for review, taking minutes, and completion of Milestones reporting to the ACGME.
Identify methods for obtaining evaluations by outside evaluators, including nurses, patients/patient families, staff, technicians, etc. (e.g. 360 evaluations).
Administer the evaluation process for the program in MedHub, and encourage timely completion by evaluators.
Coordinate feedback process to division directors regarding rotation evaluations; analyze evaluation data and develop recommendations for curricular and service changes as needed.
Ensure completion of confidential annual program evaluations by residents/fellows and faculty.
Ensure timely completion of Summative evaluations by the PD for graduating residents/fellows.
Assist in the evaluation of faculty performance as it relates to the education program, incorporating confidential evaluations from residents/fellows.
Coordinate resident/fellow semi-annual reviews.
Assist the PD in preparing materials for review by the PEC as part of the Annual Program Evaluation (APE) process.
Manage submission of Milestones data to the ACGME.

Personnel/Supervisory Responsibilities (5%)
Consult on issues as the program liaison on inquiries from residents/fellows, faculty, staff and department chairs.
Process and track vacation/leave requests for residents/fellows.
Serve as a mentor and coach for program staff. Encourage collaboration and team building to support programs and trainees during their education.
Serve as the supervisor for additional program staff.

Financial Responsibilities (5%)
Enter resident/fellow schedules in MedHub in compliance with GME requirements for monthly tracking and billing of resident/fellow activities. Regularly review schedules and enter changes as needed for accurate billing.
Understand allocation agreement (“Single Source”) for program including approved FTE at each site.
As needed, advise PD or administrators on recommended changes to allocation agreement, FTE usage at sites, or submitting GMEPAC applications.
Understand program operations funding allocations and usage
Understand the program expenses/costs including trainee salary, fringe benefits, housestaff agreement commitments, and other associated costs from the program.
Oversee appointment process and payroll for the program’s residents/fellows as well as program staff.
Track resident/fellow leave (vacation, sick, professional, personal holiday, unpaid holidays) in MedHub and ensure adequate coverage of clinical services.
Assist the PD with providing documentation for requesting stipend allocation increases and changes through the GME Position Allocation Committee (GMEPAC).
Process reimbursement requests through the program such as professional development and licensing, as outlined in the housestaff collective bargaining agreement.

Faculty Affairs and Development (5%)
In collaboration with PD, oversee the planning and implementation of faculty development activities, including developing tools to educate faculty on the ACGME core competencies, reporting ACGME survey results, ensuring faculty incorporate the competencies into their teaching.
Train faculty on the program’s evaluation methods in order to ensure that faculty evaluate residents fairly and consistently.
Ensure program faculty possess the appropriate credentials indicated by the program’s RRC, as appropriate, and that their CVs are logged in ACGME portals.
Maintain faculty data required by ACGME.

Professional Development for the Program Administrator (5%)
Attend UW GME educational meetings and professional society training opportunities.

MINIMUM REQUIREMENTS
Bachelor's degree in Psychology or similar field plus 3 years experience in GME, experience may substitute for degree requirement.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.