Residency/Fellowship Program Specialist II Position Number 50581A Department Surgery Grade 15 Compensation Min USD $52,841.00/Yr. Compensation Max USD $68,694.00/Yr. Category Administrative/Clerical Location : Location US-VA-Norfolk Type Regular Full-Time Overview

The Residency/Fellowship Program Specialist position serves as the appointed Residency/Fellows Coordinators for the Graduate Medical Education programs and, for ACGME accredited programs, is recorded as such by the ACGME.  The RFPS position has three levels with varying educational requirements and position responsibilities.  The major responsibilities are defined at the discretion of the Program Director (PD).  Promotion through the Residency Program Specialist levels require successive education, scholarly activity and responsibility within the program.

Responsibilities

Appointments and Credentialing

Manage appointment process for incoming trainee in coordination with appointment and credentialing processes in the Office of Graduate Medical EducationEstablish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training)In conjunction with the Office of Graduate Medical Education, ensure compliance for all incoming resident orientation requirements, registration, and licensure processesIn conjunction with the Office of Graduate Medical Education and EVMS Human Resources, field questions regarding visasAssist the Director of Education and PD in completion of the EVMS Verification Forms, final evaluation letters and ensure those documents are forwarded to the Office of Graduate Medical EducationManage trainee exit process following the Office of Graduate Medical Education processesIn conjunction with the Office of Graduate Medical Education, submit data for completion of training and other certificates

 

Committee Membership

Program Clinical Competency Committee for both Surgical Critical Care fellowship and Integrated Plastic Surgery residencyProgram Education Committee (PEC) Surgical Critical Care fellowship and Integrated Plastic Surgery residencyEVMS Program Administrators CouncilOther as applicable for position responsibilities

 

Data Base Management - Internal

Manage all aspects of New Innovations Residency Suite to include scheduling, duty hours, procedure logs, etc.Manage the ACGME ADS to include annual updates of program enhancement or corrective actions related to ACGME identified concerns or citationsBe aware of and oversee data collection for required ACGME accreditation reports including the updating of faculty curriculum vitae on an annual basisOversee completion of requirements for the Well-Being Index

 

Data Base Management – External

Manage specialty required procedure loggerManage specialty required data basesManage GME Track, National Residency Matching Program (NRMP), and other external data basesBe aware of and manage any data collection and reporting for certifying examinations

 

 

Educational and Curriculum Development

Schedule and coordinate teaching conferencesDistribute schedules for didactic and clinical conferencesStaff Program Education Committee meetingsProvide input into competency-based goals and objectivesDevelop curriculum documents  

               

Evaluation

Assist Director of Education and PD in the development of program evaluations measuring trainee and faculty performance, content of educational assignments, and the program overallAdminister the evaluation process through New InnovationsEnsure evaluations are competency based and are returned within a defined time period from the end of the educational assignment or other designated due dateIdentify and execute methodologies to ensure timely return of evaluations from off service supervisors and from individuals providing 360-degree evaluationsCoordinate feedback to facultyEnsure completion of annual program evaluations by the traineesParticipate in the Clinical Competency Committee meetingsSummarize and provide trainee evaluation summaries to the Clinical Competency CommitteeEnter Clinical Competency Committee milestone evaluation results into ACGME Accreditation SystemSummarize and provide program evaluation summaries to the Program Education CommitteeCoordinate trainee semi-annual reviewsAssist the Director of Education and PD in the Annual Program Evaluation (APE) process

 

Faculty Affairs and Development

In collaboration with the Director of Education and PD and in compliance with the ACGME or other accrediting body requirements, oversee the planning and implementation of required faculty development activities, including development of tools to educate faculty on the ACGME core competencies, and ensuring faculty include the competencies in teaching sessionsTrain faculty on program’s evaluation methods and system to help ensure consistency and fairness across evaluatorsTrack and document faculty attendance at professional development activitiesEnsure program faculty have required credentials and that the CVs are logged into the ACGME ADSUpdate faculty CVs and revise information in the ACGME ADS annually

 

Files

Maintain educational files for all current trainees and for alumni of the programArchive alumni trainee files in accordance with EVMS records management retention schedulesCoordinate with the PD the distribution of alumni follow-up surveys and summarize the data for the PECMaintain trainee database and hard copy files of current and alumni trainees

 

Financial

Maintain and submit to the Office of Business Management the New Innovations resident scheduling system Ensure the intern/resident/fellow scheduled assignments at various teaching institutions match the funding allocationsIf desired by the Department, assist in the management of the GME budgetsTrack intern/resident/fellow leave (vacation, sick, educational)Process reimbursements requests for supplies, etc.

 

Professional Development

Regularly attend the GME Program Administrators Council meetings and participate in the development of other programs by presenting best practices at the meetingParticipate in the Virginia Residency Administrators Statewide meetingCollaborate with colleagues in EVMS Office of Graduate Medical EducationAttend at least one ACGME conference within a five year periodHave or in process of attaining TAGME certificationMust attain TAGME certification within 3 years in positionEncouraged to engage in educational research and submit posters/papers to local, state, national meetings

 

Program Accreditation and Compliance

Develop working knowledge of the ACGME policies, procedures, including the ACGME Common Program Requirements as well as Specialty-Specific requirements; or other accrediting body requirementsAssist in the development of program policies to meet accreditation requirementsMaintain all essential documents to substantiate compliance with requirementsEnsure intern/resident/fellow compliance with New Innovations Duty Hour reportingAssist the Director of Education and PD with the Annual Program Evaluation (APE) and update the document as responses to concerns are conducted.Report activities taken to address accreditation citations or concerns and on the ACGME ADS Survey into ADS.  This should be done on a regularly scheduled basisWorking with the Office of Graduate Medical Education, coordinate and participate as a member of the Self-Study team and assist in managing the Self-Study ProcessManage and coordinate the ACGME Self-Study site visitEnsure all necessary accreditation materials are uploaded to ADSPrepare and update Program Letters of Agreement with all participating sitesEnsure annual meetings (phone or in person) occur between the PD and the educational site director act each participating institution

 

Recruitment and Orientation

In collaboration with the Director of Education and PD, establish policies and procedures for recruitmentUpdate and manage program information in the Electronic Residency application Service (ERAS), and NRMP or other specialty match Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlinesOversee the development and maintenance of online and hardcopy recruitment materialsManage the interview process including schedules, interview day activities and any follow-upSubmit NRMP Rank Orders ListsEnsure entering trainees complete the EVMS GME On-Line Orientation and all related employment tasksEnsure entering trainees attend the EVMS GME On-Site Orientation and related simulation activities (e.g., Transitions of Care)Plan, organize and schedule program-specific entering trainee orientation

 

Supervision

Process vacation/leave request forms and monitor use of leave categoriesReport Family Medical Leave Request to Human Resources and notify the Office of Graduate Medical EducationProcess moonlighting request forms and related duty hoursAs applicable, serve as supervisor for additional program staff necessary for the execution of the GME duties

 

Trainee Schedules

In consultation with the Director of Education, PD and the PEC, develop and maintain trainee schedules, including annual rotation schedules, call schedules, and clinical schedules  Maintain current schedules and updates in New InnovationsCommunicate schedules to all participating institutions and paging operators as neededApprove revisions to schedules and coordinates changes with participating institutionsAdvise and counsels trainees concerning specialty board educational requirements and, in conjunction with the PD, makes adjustments to schedules to ensure complianceCoordinate information and activities with other services, sites, departments, including rotation/call schedules, evaluations, conferences, interviews, room/course schedulingManage off-site rotation schedules (participating institutions and away rotations)Other Duties as Assigned by the Director and PD or as Required by ACGME

 

Qualifications

A bachelor's degree and at least one year of experience in administration and/or office management preferred.  Experience in an academic health care setting is desirable. Certification through the Training Administrators of Graduate Medical Education (TAGME) must be obtained within the first three years of employment. Should have excellent organizational skills, an ability to multi-task, and prioritize competing priorities, work independently, and meet important deadlines. 

Location : Location US-VA-Norfolk