Graduate Medical Education Program Assistant for Department of Emergency Medicine

Scope of the Job
Using independent judgment and initiative, provides direct support for the department residency programs including alumni and continuing medical education. Reports directly to the Administrative Manager as well as the Emergency Medicine Department Administrator. Applies organizational skills to perform a variety of secretarial duties. Prioritizes heavy work volume in a fast paced environment, handling difficult or critical situations. As appropriate, supervises other personnel assigned to support the graduate medical education functions.

Essential Functions
1. Provides support and collaboration with the Program Director and the University’s Office of Educational Affairs (OEA) to ensure full compliance with the Accreditation Council for Graduate Medical Education (ACGME) Institutional and Program requirements.
2. Monitors all aspects of the educational program, including didactic conferences, evaluations, duty hours and appropriate policies and procedures relevant to the ACGME and University requirements
3. Assists with the implementation and electronic maintenance (UF Server) of all Policies and Procedures, including those generated from the Program, the Institution and the Graduate Medical Education Committee (GMEC).
4. Responsible for compliance with policies and procedures associated with the effective utilization of the UF Server.
5. Assists with RRC Site Visit preparation and development of the Program Information Form, to include the ACGME web data collection system
6. Assists with the Internal Review process, including continuing quality improvement initiatives and follow up (Internal Review Tracking Matrix)
7. Responsible for all data management functions in support of the University (e.g. Centricity, Physician Portal if applicable) and ACGME requirements. Maintains external regulatory reports, data and rosters as applicable within established timeframes (AMA FREIDA, ACGME WebAds, GME Track, etc.)
8. Facilitates, monitors and ensures residents and fellows have met institutional requirements for compliance, clinical applications and all other mandatory training activity
9. Responsible for maintaining the GME financial account
10. Arranges travel for residents and ensures timely submission of expenses to the University.
11. Responsible for the coordination and documentation of all meetings concerning the Residency Program

Resident HR Responsibilities
1. Coordinates residency program recruitment process. Participation and utilization of the National Resident Match Program (NRMP) and Electronic Residency Application Service (ERAS). Adheres to University policy on resident eligibility and selection and associated attestations. Responsible for maintenance of recruitment material and HSCJ web pages
2. Assists with all resident personnel actions: new appointment, reappointments and courtesy appointments in accordance with University policy. Assists with all Resident terminations and clearance, including appropriate final letters of performance.
3. Responsible for maintenance of Resident personnel records, to include the coordination and maintenance of Resident evaluations in accordance with ACGME requirements
4. Manages Resident leave, including leave audit records according to policy.
5. Responsible for the maintenance of the Master Rotation Schedule and Call Schedules; accurate monthly rotational activity reporting via the Resident Information System (R.I.S) to the Office of Educational Affairs
6. Ensures accurate data is maintained on all ECFMG, VISA and RA status
7. Responsible for data reports (statistical and financial) as required (AAMC, COTH, ACGME, Certifying Specialty Board and other regulatory agency reports
8. Responsible for the maintenance of alumni data, including personnel files and verification of credentials
9. Serves as liaison between Program and its Residents and Office of Educational Affairs, providing support and information as needed

Secondary Functions
Performs general office duties as required.
Maintain calendars, schedules and meetings.
Prepares, edits and distributes correspondence and reports as needed. Assists department with administrative tasks if needed.

Temperament
Must be able to perform under stress when confronted with emergency, critical, or unusual situations.
Must be capable of dealing with periodic cyclical workload pressures and levels of responsibility.
Required to make independent judgments without supervision. Must be able to make generalizations, evaluations, or decisions based on sensory or judgmental criteria.
Must have the adaptability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
Requires the ability to work with people beyond giving and receiving instructions.

SKILLS, QUALIFICATIONS, AND REQUIRED EXPERIENCE
Skills
Demonstrated proficiency in Microsoft 2007- applications, Word, Excel and Outlook; network environment and possess ability to adapt to new software management systems.
Ability to plan, organize and coordinate multiple work assignments.
Ability to interact with a variety of professional and staff levels; professional communication skills including both written and oral.
Ability to work under pressure and to meet short deadlines

Experience
5 years administrative office support experience, in a medical office or medical related facility; or a combination of education and relevant work experience

Education and Certifications
Associate’s Degree from an accredited institution required; or 5 years recent administrative office support experience in a healthcare setting.

UFJPI is an Equal Opportunity Institution