Description :

Employees at this level engage in overseeing certain administrative functions of the residency / fellowship program which are characterized by decision making and responsibility under the supervision of the Program Director(s).

Such duties include management / oversight of compliance with ACGME regulations. Job duties are also characterized by high impact activities that can affect more than one department and for which errors can have serious consequences.

Duties & Responsibilities

• Manages day-to-day operations and exercises decision making as support of Program Director and program.
• Serves as a trusted resource for support and collaboration with and / for faculty, residents, staff, department, community partners and outside agencies.
• Represents the Program Director to outside agencies.
• Provides programmatic problem solving by assisting in developing initiatives to address weaknesses, scheduling conflicts, and documentation with the specialty.
• Ensure adequate faculty and resident staffing of clinics and inpatient services as directed by the Residency Program Director.
• Researches data to suggest and / or implement improvement plans for the program.
• Works with the Program Director to development initiatives for the program, faculty, and residents / fellows.
• Works to ensure accreditation compliance with all entities associated with the program to include the faculty and residents / fellows.

Obtains and maintains required information and documentation for such committees and organizations as the GMEC, ACGME, Sub-specialty boards, IRIS, scholarly activity, alumni, and resident files / portfolios.

Manages resident personal demographic and education data per program requirements and run reports on data using New Innovations.

This position exercises extreme confidentiality in regards to all information and data they access.

• Supports Team Building within program with activities and interactions with residents and faculty.
• Plans activities outside of the hospital to encourage wellbeing and stress management.
• Tracks Program expenses related to planed events and activities. Utilizes funding provided by GME, hospital and / or department sections, expenses are approved by one of these areas and submitted for payment.
• Maintains required memberships for Program, Program Director and residents / fellows Ensures Policy compliance and maintenance of program specific curriculum, didactics, and specialty specific handbooks.
• Utilizes scheduling software to manage calendars, Amion or other rotation system, master schedule, and clinic rotations.
• Manages rotations and Master Schedules for outside rotators and visiting students.
• Provides Committee Support by participation, scheduling, recording minutes and distribution of materials.
• Collects, enters, and tracks personal and educational data to development summaries and reports for the program and individual participants.

Supervise the Office Support Associate / Office Support Specialist for the program.

• Provides resident support by administration of files and personal data. Acts as a resource, mentor and collaborator for curriculum and projects.
• Obtains and maintains Resident required documentation such as contracts, license, visa, ECFMG, credentialing, resident files / portfolios, duty hours, procedures, and leave submission.
• Utilizes Resident Management System, New Innovations, to train residents on the required usage of the system.
• Coordinates all new resident onboarding, orientation, and graduation activities and requirements.
• Processes all resident contracts and termination.
• Ensures mandatory compliance and training for participants with rotations, institutional and programmatic policy, duty hours, surveys, leave requests, rotations, health, testing, and medical records compliance.
• Alerts the Program Director of sensitive resident issues that may inhibit performance.

Qualifications :

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling four (4) years (48 months), from the categories below : College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent : 30 semester hours equals one (1) year (12 months) Associate’s Degree (60 semester hours) equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) Bachelor’s Degree (120 semester hours) equals three (3) years (36 months) Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems
• Work experience totaling one (1) year (12 months) comparable to that gained at the Medical Education Program Specialist level or similar experience within a medical education program.

Please Note : Completion of the Training Administrators of Graduate Medical Education Programs Certification (TAGME) from the National Board for Certification of Training Administrators qualifies applicants for each level of this series.

FY 25 Benefit Booklet :

NOTE : Each posting requires a separate on-line application.Applications cannot be re-used. Submission of application including complete workand education history is required;

all information submitted will beverified. Please note that once you have submitted yourapplication you will not be able to make any changes.

In order to reviseyour application you must withdraw and reapply. You will not be able toreapply after the posting close date.

Please ensure the application isfully completed and all supporting documents have been uploaded before theposting close date.

Illinois residency is required within 180 days ofemployment.

The University ofIllinois System is an equal opportunity employer, including but not limited todisability and / or veteran status, and complies with all applicable state andfederal employment mandates.

Please visit view our non-discrimination statement and findadditional information about required background checks, sexualharassment / misconduct disclosures and employment eligibility review throughE-Verify.

The University ofIllinois conducts background checks on all job candidates upon acceptance of acontingent offer of employment.

Background checks will be performed incompliance with the Fair Credit Reporting Act.

As an EOE / AAemployer, the University of Illinois encourages applications from individualsregardless of an applicant’s race, color, religion, sex, gender identity,sexual orientation, national origin, and Veteran or disability status.

The universityprovides accommodations to applicants and employees. Request an Accommodationat

Last updated : 2024-07-15