Family Medicine Residency Program Manager

Job Description Summary

We are excited to be offering a Family Medicine Residency Program in our area. We are looking for a detailed, experienced program manager to help get this program started.

Entity

Medical University Hospital Authority (MUHA)

Worker Type

Employee

Worker Sub-Type​

Regular

Cost Center

CC005064 LAN - GME Family Medicine

Pay Rate Type

Salary

Pay Grade

Health-28

Scheduled Weekly Hours

40

Work Shift

Day (United States of America)

Job Description

Operating out of MUSC Health Lancaster Medical Center,  MUSC’s new Family Medicine Residency Program will offer the Family Medicine Residency Program Manager the opportunity to develop and coordinate the day-to-day operations of a new/continuing training program. The Residency Program Manager will ensure compliance through the ACGME for the accreditation of the program. 

Ensure continuous program compliance with ACGME requirements, institutional policies, and accreditation standards. 

• Maintain up-to-date program documentation (e.g., ACGME’s Accreditation Data System (ADS), block schedules, rotation goals/objectives)  

• Coordinate ACGME Site Visits and prepare the required reports; Update program information in ACGME ADS (i.e., resident and faculty rosters, resident and faculty scholarly activity) 

• Manage program’s MedHub Program Management System:

• • Monitor resident duty hours, resident vacation leave; Maintain, update and distribute all resident, faculty and program evaluations  

  • Maintain resident files, test scores, training history and portfolios/demographics;  

  • Maintain conference scheduling, resident scheduling, rotation scheduling, conference attendance, faculty accounts.  

  • Enter Annual Program Evaluations (APEs); Be able to pull all reports.

  • Maintain all information for Clinical Competency Committee (CCC) meetings and resident dashboards, progress reports ensuring all clinical competency milestones are up-to-date and managed accurately. 

• Daily operations and logistics for the training program. Work closely with Corporate Graduate Medical Education office to process new/returning residents; manage, update, ensure appropriate active state licensure, DEA, DHEC, other accreditation requirements; schedule required certification classes (ACLS, etc.). Update all information in the resident files in MedHub. 

• Oversees conference schedules, specifically room arrangements. Organize and manage residency rotation schedule and ensure updates are entered into MedHub. Manage the monthly call schedule changes for residents and ensure updates are entered into MedHub. Record call schedule and changes to Simon on call system and maintain current schedules 

• Work with the Program Director to:  

• • Organize lectures/materials needed for training/education of residents.

  • Manage the MedHub system to ensure successful required input for resident/faculty data to provide evaluative resident and program information/statistics.

  • Prepare reports on residents' hours and activities for appropriate institutional and governmental agencies.  

  • Manage and maintain all off-site affiliation agreements (Program Letters of Agreement).  

  • Maintain residents' files in MedHub.

  • Prepare and submit all necessary CME paperwork.

  • Serves as liaison with other departments and institutions. 

• Functions as department liaison with Corporate Graduate Medical Education office. Act as a clearinghouse and information source for all residency issues; proactively communicate with residents via various modalities for reminders on course work, lecture responsibilities, etc. Meet with the Program Director, regularly, to provide updates and process improvement. Attend meetings with Corporate GME office.

• Coordinate ACGME accreditation and reporting requirements. Maintains compliance with and updates knowledge of current ACGME accreditation requirements for program and institutions. Assists in the development of new policies and procedures in response to new or revised policies. Assists in the creation and maintenance of the program’s resident manual; Coordinate preparations, meetings for accreditation site visit. Compiles, updates and submits reports to ACGME, GME, and other professional organizations as required.  

• Other duties as required or assigned include organizing guest speaker arrangements, facilitating off campus educational opportunities, recording and reporting on Grand Rounds/M&M attendance, etc. 

Effectively manage the recruitment process and support resident well-being and development. 

• Coordinate Electronic Residency Application System (ERAS), interview scheduling, and Match Day processes.

• Act as a liaison among residents, faculty, and leadership. Support onboarding, orientation, and ongoing professional development.

• Responds to inquiries for the Residency Program; review, coordinate, compile each applicant’s academic record (application, Dean’s letters, academic transcripts, letter of recommendation, board scores, etc.) organize/implement computer assisted resident candidate selection departmentally via Electronic Residency Application System (ERAS).

• Maintains program use of Thalamus: 

• • Coordinates Residency recruitment dinners, set up recruitment schedules,  

  • Facilitate candidates manage interview process for applicants from letter of interview through coordinating, scheduling interview visit.

  • Correlate ERAS/Thalamus computer data and compile report to faculty for ranking applicants for National Resident Matching Program (NRMP).

  • Plans and arranges social activities.  

  • Coordinate/manage orientation to ensure smooth transition into MUSC hospital system.  

  • Maintains constant communications with applicants, faculty and residents throughout entire process.

• Manage post-Match Day/Onboarding tasks, communications with incoming residents, GME office in Charleston, hospital leadership, S.C. licensure contacts, Department of Global Health at MUSC, etc.

• Maintain onboarding materials in MedHub ensuring uploads are disseminated accurately into the Resident’s portfolios; Manage and coordinate program orientation schedule and activities.

Provide efficient financial oversight, stewardship, and administrative support for the residency program.

 

• Manage all program procurement: program expense budgets, reimbursement.

• Process all reimbursements for program cost center.  

• Maintain accurate oversight of resident salary, benefits.

• Oversee and manage scheduling and logistics for program meetings, conferences, and events, and the procurement, agreements as necessary.

• Manage program expense cost center and provide insight on expense budgets by monitoring journal entries in OurDay and monthly income statement reports in Axiom.

Additional Job Description

Experience: At least 3 years work experience in an academic healthcare environment required. Must have working knowledge of computer and software applications including Microsoft Office. Ability to work independently. Excellent oral and written communication skills. Ability to work effectively with all levels of personnel. Strong analytic and problem-solving skills. Excellent organizational skills.

Education: Bachelor’s Degree or equivalent experience. Prior experience Graduate Medical Education or in some field of education, (i.e. teacher/educator) preferred.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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