Residency Program Administrator, Rural Track Program- Boone, North Carolina
JOB SUMMARY:
The Residency Program Administrator is responsible for the day-to-day coordination of the MAHEC Residency and Fellowship Programs. The Program Administrator provides knowledge and expertise to support the Program Director in the management of all resident educational and professional experiences and to ensure program accreditation and sustainability. This position is located in Boone & Linville, North Carolina with the availability to travel to Asheville for team meetings and trainings.
This position supports the Linville Psychiatry, General Surgery Rural Track and Family Medicine Programs in Boone & Linville, North Carolina.
SPECIFIC RESPONSIBILITIES:
Accreditation and Compliance Leadership
ACGME Standards Oversight: Ensure adherence to ACGME Institutional, Core, and Program Requirements, interpreting and implementing policies to maintain accreditation status.
Regulatory Compliance: Monitor and report on licensure requirements with the North Carolina Medical Board and DEA, ensuring timely renewals and compliance.
Residency Management Systems: Maintain proficiency in residency management software such as New Innovations, MyTipReport, Med Scheduler, and Smartsheet, ensuring accurate data entry and reporting.
Program Administration and Support
Resident Support: Assist Program Directors in managing residents experiencing personal, educational, or professional challenges, including probation and termination processes, with confidentiality and professionalism.
Evaluation Management: Oversee the resident evaluation process, ensuring compliance with ACGME requirements and maintaining high standards of feedback and assessment.
Curriculum Development: Collaborate with faculty to develop and update didactic curricula, aligning with ACGME competencies and resident needs.
Program Documentation: Annually update and distribute program manuals, advising residents on policies and procedures.
Committee Coordination and Meeting Management
Committee Leadership: Organize and schedule critical departmental planning committee meetings, including PEC, CCC, Scheduling Improvement/CQI workgroups, APE, Resident/Faculty Meetings, Advisor meetings, and Resident Committees.
Milestone Tracking: Coordinate semi-annual Clinical Competency Committee reviews, preparing materials, facilitating meetings, and submitting milestone data to the ACGME.
Operational and Logistical Support
Administrative Tasks: Manage daily clerical tasks, including scanning, faxing, and sending out meeting reminders.
Event Coordination: Manage room reservations for all program meetings, vehicle reservations, and program activities using Event Management System (EMS).
Scheduling Collaboration: Collaborate with multiple GME Program Coordinators/Administrators and faculty schedulers to schedule TY/Addiction residents for required rotations, courses, and exams.
Site Visit Preparation and Documentation
Site Visit Readiness: Participate in the preparation of the department, faculty, and residents for ACGME site visits, ensuring all documentation is current and accessible.
Data Management: Maintain up-to-date contact information for all outside attending faculty, lecturers, and residents, ensuring accuracy in residency management systems.
Educational and Simulation Activities
Conference Management: Manage weekly didactics conferences in conjunction with the Program Evaluation Committee, planning, developing, and maintaining the conference schedule.
Simulation Activities: Organize and plan simulation-based training sessions, including Procedure Rodeos, Mock Codes, and Simulation Lab activities.
Certification Coordination: Arrange ACLS, BLS, PALS training courses and follow-up review sessions for all residents.
Financial Oversight and Resource Management
Budget Management: Manage and track GME Program Educational Funds, Faculty Timesheets, Graduation Costs, Orientation Costs, and other programmatic funding as needed.
Procurement: Act as a purchasing agent utilizing Workday’s procurement process to purchase materials for the GME department and support other GME programs as directed.
Reimbursement Processing: Process reimbursement requests, pay bills associated with the program’s activities, and maintain/tracks residents’ CME Funds.
Recruitment and Onboarding
Recruitment Strategy: Ensure the Residency Program has established recruitment policies and procedures.
Recruitment Administration: Organize and administer activities related to the recruitment season, including assessing ERAS online applications, planning interview schedules, and coordinating logistics.
Onboarding: Manage the onboarding process for new residents and fellows, ensuring all documentation is completed and compliance requirements are met.
Scheduling and Rotation Management
Schedule Development: Develop, coordinate, and maintain complex schedules for residents’ rotations, ensuring alignment with educational goals and compliance with duty hour regulations.
Scheduling Accuracy: Maintain and manage the accuracy of scheduling, rotations, and curriculum in residency management systems.
Leave Management: Process leave requests (vacation, floater holidays, and sick leave), ensuring proper communication and coverage in the absence of a resident.
This role description is a general description of the essential job functions. It is not intended to describe all the duties the Residency Program Administrator may perform.
KEY COMPETENCIES:
Communication Skills
Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.
Decision Making
Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.
HealthCare Knowledge
Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.
Interpersonal Skills
Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.
Organizational Values
Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.
Problem Solving
Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.
SPECIFIED SKILLS
COMPUTER
Proficient in MS Word, MS Excel, and MS PowerPoint.
FOREIGN LANGUAGE
Not Applicable.
OTHER
Ability to prepare documents and correspondence in support of programs.
Ability to effectively present information in one-on-one and group situations required.
PHYSICAL DEMANDS
Physical Demands: Light - Moderate energy level: Lift and carry 25 - 35 lbs, Push/Pull 50 - 100 lbs (empty bed, stretcher, etc.)
Physical Activity: Frequent (34 - 66% of Workday)
SUPERVISORY RESPONSIBILITIES:
May directly supervise a residency program coordinator.
EDUCATION AND EXPERIENCE
MINIMUM QUALIFICATIONS:
Any combination of training and experience equivalent to a bachelor’s degree in office administration, business, healthcare management, education, or other related degree and three years of work experience in a residency program, academic setting, graduate medical education, or health care organization required.
PREFERRED QUALIFICATIONS:
Knowledge or experience with ACGME, ABFM, and other accrediting and regulatory bodies that affect resident education and training.
Familiarity with medical anatomy and terminology.
REQUIRED LICENSES:
Not Applicable.
SCHEDULE:
Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.
POSITION COMPENSATION:
$70,000, full time + full benefits available
At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive.
All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.
MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer.
MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC.
If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to [email protected] for support in your job search process. You could be the talent we are seeking for this or other opportunities.
Skills Required
- Bachelor's degree (or equivalent combination of training) and three years' experience in a residency program, academic setting, graduate medical education, or health care organization.
- Proficiency with residency management software (New Innovations, MyTipReport, Med Scheduler, Smartsheet).
- Proficient in Microsoft Word, Excel, and PowerPoint.
- Experience with Workday procurement processes and basic budget/financial tracking for programs.
- Ability to prepare program documents, correspondence, and effectively present information in one-on-one and group settings.
- Willingness/ability to work on-site in Boone/Linville with occasional travel to Asheville.
- Knowledge or experience with ACGME, ABFM, and other accrediting/regulatory bodies that affect resident education and training.
- Familiarity with medical anatomy and terminology.
What We Do
Established in 1974 as a non-profit, the Mountain Area Health Education Center (MAHEC) aims to improve the training and retention of healthcare professionals in Western North Carolina. MAHEC provides compassionate clinical care in fields such as family medicine, internal medicine, and ob/gyn, while training the next generation of physicians, pharmacists, and dentists through specialized residency and fellowship programs.
