Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: Graduate Medical Education-GME

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 5:00:00 PM)

Pay Range: $34.89 - $56.78 per hour
Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush's anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Summary:
In collaboration with the Program Director, the Senior GME Program Administrator (SPA) manages and administers one or more GME residency/fellowship programs in accordance with accreditation requirements and institutional and program policies. The individual in this role provides interim administration for defined elements of one or more GME residency and/or fellowship programs to ensure maintenance of essential program functions. The SPA independently manages annual program activities and the day-to-day operations of the program. The SPA's leadership role is critical to the success of the program. The SPA serves as liaison between residents, fellows, faculty, other staff members, and internal and external organizations and effectively interacts with accrediting bodies, professional organizations, and other teaching hospitals. The individual who holds this position exemplifies the Rush mission, vision, and values and acts in accordance with Rush policies and procedures.

Other information:
Required Job Qualifications:
• Bachelor's degree or equivalent combination of education and experience
• At least 3 years prior program administration experience in graduate medical education
• Proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint)
• Proficiency with GME software and systems such as ERAS, ADS and MedHub
• Ability to independently organize and produce work, establish procedures and systems, and manage workflows.
• Ability to conduct data analyses and report on results
• Excellent verbal and written communication skills
• Effective interpersonal skills

Preferred Job Qualifications:
• TAGME certification preferred

Responsibilities:
• Assesses program requirements with accreditation requirements. Collaborates with the program director to meet accreditation reporting requirements and implement strategies to ensure compliance with accreditation standards.
• Manages program operations budget.
• Enforces resident/fellow compliance with program, institutional, regulatory, and accreditation requirements and educates house staff about requirements. Develops process improvements to increase compliance and facilitate reporting.
• Develops and improves systems for effective tracking of data and sophisticated reporting, and all documentation required by the institution, the ACGME, program committees, and department leadership.
• Plans and coordinates educational activities including scheduling speakers, coordinating presentations, and preparing and distributing agendas and materials. Negotiates contracts with facilities and caterers. Prepares reports and maintains documentation for all educational requirements.
• Coordinates the delivery of resident/fellow, faculty, and program evaluations, and monitors completion. Develops sophisticated, tailored evaluation reporting to support committees and program improvement activities. Advises Program Director on Residency Database Management functionality and collaborates on the development of evaluation forms. Coordinates resident/fellow semi-annual and summative evaluations.
• Manages administrative and planning logistics for events, retreats, and In-service exams.
• Oversees orientation and onboarding activities and presents information as a member of the administrative team. Completes house staff onboarding requirements, including visa applications, and licensing forms. Acts as a resource for house staff navigating onboarding.
• Collaborates with the program director to complete and document program oversight and compliance activities, such as program committees and the Annual Program Evaluation. Communicates with internal and external organizations to clarify requirements and report on program compliance. Ensures program compliance with institutional policies and procedures.
• Staffs program committees and collaborates with committee chairs to develop agendas, prepares robust data collection and reporting, documents meetings, and follows up on action items.
• Maintains program policies and enforces compliance with program and institutional policies. Critically evaluates program policies to ensure alignment with institutional and accreditation requirements. Partners with program leadership in the development of program-level policies. Provides guidance to residents/fellows on program and GME policies. Develops handbooks and training materials.
• Partners with program director to address program management challenges. Identifies and evaluates methods for improvement and makes recommendations to program leadership.
• Partners with the Program Director in the development of recruitment strategies, procedures, and materials. Manages and screens applications using ERAS or other application software. Manages all phases of the interview process. Collects, analyzes, and reports on data in support of recruitment goals. Advises the program director on NRMP regulations and institutional policies related to recruitment.
• Advises the program director on applicant eligibility for medical licenses and visas.
• Maintains resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules. Records schedules and absences accurately in MedHub. Coordinates schedules with affiliated sites and ensures trainee documentation for affiliates is submitted. Maintains PLAs and accuracy of affiliated sites listed in MedHub and ADS. Counsels residents/fellows concerning ABMS-specialty board educational requirements, adjusting schedules when needed. Independently coordinates with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.
• Maintains and develops new content for external and intranet program websites.
• Updates content of external and intranet program websites as needed.
• Other duties as assigned.