Advocate Aurora Health

Purpose: To direct and oversee in collaboration with the Program Director(s) all administrative activities associated with the residency program ensuring that the training development and work related needs of the residents are met in a manner that contributes to the achievement of the defined program objectives and accreditation requirements. Accountabilities and Job Activities: Administrative coordination of residency training program. With the Program Director, develops the annual residency work plan and anticipates project planning for the accreditation cycle. Establishes policies and protocols in conjunction with the Program Director. Establishes priorities and sets deadlines. Oversees and ensures coordination of scheduling for rotations, conferences, lectures, implementation of competencies, performance evaluations and all program required activities including ACLS, standardized patients, etc. Compiles data, analyzes, summarizes and creates reports as required. Identifies long-range planning needs of the Residency program. Supports the residency program s education committee, as requested Monitoring and compliance of training program with certifying and regulatory agencies and system/hospital guidelines and policies. Maintains a working knowledge of ACGME Institutional, Common and RRC program specific training requirements. Initiates changes needed as a result of change in requirements to remain in compliance. Assists the Program Director with preparation of ACGME NAS (New Accreditation System) requirements including data outcomes reporting per RRC requirements. Coordinates the program s accreditation site visit and follows up on pending issues, i.e., progress reports. Coordinates the Annual Program Review (APE) and participates in other residency training Internal Reviews, as determined by the GMEC. Disseminates specialty board information relative to policies and documentation required for certification; tracks and ensures compliance with procedural documentation requirements. Notifies resident of guidelines, changes and regulations; clarifies resident policies as needed. Maintains statistics for all regulatory and accreditation bodies; DNV, ACGME, etc...as required. Tracks and monitors resident duty hours and addresses non-compliance issues with the residency program director. Alerts the program director of any resident potential counseling need resulting in a poor performance evaluation and oversees documentation of remediation or other plans of actions. Prepares reports and submits other requested information to the Medical Education Office and/or Director of Medical Education as needed. Finance and Data Management. Annually assists the Program Director in preparation of budget for review and approval by program director and director of medical education. Manages and regularly monitors the residency cost center and processes expenses according to Advocate policies. Develops and oversees all program affiliation agreements, both hospital and nonhospital settings, including financial/disbursements arrangements. Utilizing the E Value information system -- ensures timely submission and upkeep of resident data that affects the institution s Medicare reimbursement, proactively implements new features/modules of the system that enhances the management of the residency program including, but not limited to resident performance/evaluation, procedure tracking, duty hour tracking, electronic portfolio, maintaining and graduate data. Oversees/coordinates the timely completion of ACGME Web ADS information annually, GME Track, and others as necessary. Gathers and maintains relevant Program performance and outcome statistics. Resident Recruitment. Partners with residency Program Director to establish recruitment policies, guidelines and strategy. Updates and maintains residency program s website including recruitment materials. Manages the application screening process for eligible applicants via the Electronic Residency Application System (ERAS) applying various filters as per program guidelines. Oversees applicant interview scheduling and the interview process. Coordinates recruitment meetings and assists the Program Director as needed to prepare pre-rankings of applicants for final match consideration to the National Resident Matching Program (NRMP). Oversees/coordinates all pre-match contract offers, contract requests, and HR/licensing processing post-match. Coordinates resident orientation, including updating of resident handbook. Annually reviews and updates Program information in FREIDA database. Residency Program Oversight Responsibilities. Plans and organizes all special events for the residency program including graduation. Assists with due process for resident termination when needed. Develops and maintains faculty and resident files including evaluation. Communicates fellowship and job opportunities to residents. Seeks and participates in professional development activities. Develops and maintains Alumni database. Evaluates resident morale and responds to concerns. Other duties, projects as assigned. Position Requirements: Associates Degree and/or 3+ years of related experience. Medical Education experience preferred. Strong interpersonal communication skills (verbal and written). Strong computer skills including Word, Excel, literature and database searching. Strong organizational skills ability to multitask set priorities and attention to detail. Ability to maintain confidentiality. Ability to work independently and as a member of a team. Must be able to work independently. Demonstrates tact and good judgment. Mature, motivated, decisive and flexible. Demonstrates exceptional ability to establish and maintain effective professional relationships. Able to function in a high volume multi-task environment. Able to work in a stressful environment. Proficiency in customer relations and dealing with internal and external customers.