Institutional Program Manager, Academic Affairs

Organization:

SHSO-Sutter Health System Office-Valley

Position Overview: 

The Academic Affairs Institutional Program Manager is responsible for coordinating all activities and responsibilities of the Graduate Medical Education Committee (GMEC) as required by the Accreditation Council for Graduate Medical Education (ACGME) and supports and reports to the Sutter Health Senior Director, Academic Affairs. The Institutional Program Manager oversees the administration of all internal special and focused program reviews, supports the GMEC, is responsible for the systematic management and retention of all institutional and program accreditation files and manages the day-to-day operations of the GME office.

The Academic Affairs Institutional Program Manager serves as the technical expert on the ACGME Annual Data System (ADS), the Residency Management Suites, and provides counsel to programs on required ADS filings and submissions. The Academic Affairs Institutional Program Manager must stay abreast of ever-changing ACGME institutional and common program requirements, institutional policies and procedures, affiliation and program letters of agreements, and other regulatory requirements.

Job Description:

Candidate is required to come on site for work and can work from either the bay area or Sacramento.

Graduate Medical Education Office Support

• Serves as the administrative support for the Senior Director, Academic Affairs (calendar coordination, scheduling, record keeping, etc.)
• Supports the Graduate Medical Education office
• Helps coordinate education and training for Program Directors, faculty, residents, and GME personnel
• In partnership with local GME administrative leaders, helps collect data needed for ACGME, CMS and grant reporting (e.g. IRIS, APE, AIR, etc.)
• Collaborates with Program Directors and local GME administrative leaders on ensure compliance with ACGME requirements
• Manages institutional Visiting Student Learning Opportunities (VSLO) program

Graduate Medical Education Committee (GMEC) Administration

• Manages the monthly GMEC agenda and meetings, ensuring coverage of all GMEC responsibilities, pursuant to ACGME requirements and institutional policies and procedures
• Helps support and manage all GMEC sub-committees
• Maintains accurate and complete meeting minutes with annotations referencing specific ACGME institutional requirements for GMEC and GMEC sub-committees
• Oversees the administrative processes and provides counsel to faculty and staff related to GMEC responsibilities including new program requests, changes in resident/fellow complement, program structure/duration, new program directors, and participating sites, pursuant to ACGME requirements and institutional policies and procedures
• Ensures complete and accurate GMEC membership

Internal Focused and Special Review Administration

• Manages the administration of all internal special and focused reviews, pursuant to ACGME institutional requirements and protocols
• Counsels resident and staff reviewers on process for conducting program special reviews, pursuant to ACGME institutional requirements
• Performs administrative reviews to ensure programs are meeting ACGME institutional and common programmatic requirements
• Manages the schedule of all reviews and ensures timely communications to programs being reviewed and review team members
• Oversees the compilation of all internal review programs’ documentation and facilitates dissemination to review team members, including information from New Innovations
• Monitors corrective actions and any required review report follow-up, pursuant to GMEC direction

Affiliation Agreements & Program Letters of Agreement (PLAs)

• Helps coordinate and maintain GME CRFs
• Maintains and coordinates all areas related to affiliation agreements and program letters of agreement
• Counsels programs on ACGME required PLAs between programs and participating sites
• Reviews and ensures all PLAs meet ACGME requirements and institutional policies and procedures

ACGME documentation and Annual Data System (ADS), milestones, surveys, and Annual Program Evaluations

• Oversees ACGME ADS system for the Institution and provides technical assistance to programs completing program and resident submissions and updates pursuant to ACGME requirements
• Maintains and updates GME office ACGME accreditation and GMEC records for accredited programs
• Maintains records of all accreditation communications and actions
• Provides counsel to programs and assures program compliance with ACGME annual ADS updates, ACGME resident faculty surveys, and Annual Program Evaluations (APEs) by required deadlines utilizing New Innovations
• Analyzes and compiles institutional and program statistical data for the Annual Institutional Review (AIR) utilizing New Innovations

Other responsibilities

• Establishes strong working relationships with Program Directors, Program Managers and Coordinators
• Manages all aspects of the Sutter Health GME completion of training certificates and special awards
• Coordinates the Designated Institutional Official (DIO) core residency program meetings
• Assists with institutional orientation for new residents and fellows, institutional Patient Safety Orientations, and ACGME program site visits and Clinical Learning Environment Review (CLER) site visits
• Maintains accurate, up-to-date program data on the following systems: ACGME ADS, FREIDA, GME Track, and other systems/databases, external and internal.
• Other duties as assigned

EDUCATION
Equivalent experience will be accepted in lieu of the required degree or diploma.

Bachelor's: Business Administration, Healthcare Management or related field or equivalent education/experience


PREFERRED EXPERIENCE AS TYPICALLY ACQUIRED IN:

5 years experience implementing and managing large complex programs, projects, and initiatives.

5 years experience in healthcare setting.


SKILLS AND KNOWLEDGE

Business planning, influencing and inter-personal skills for driving results in cross-functional team setting.

Data-oriented, analytical and detail oriented with a passion for solving problems and a understanding of business processes.

Effective cross-functional collaborator with the ability to effectively partner with teams through complex business situations to achieve program objectives.

Organizational skills and the proven ability to manage multiple tasks and deadlines simultaneously.

Superior oral and written communication skills with an innate attention to detail.

Motivated and resourceful self-starter with the ability to anticipate needs, meet deadlines, and solve problems creatively, both independently and in team settings.

Adaptability to interact with various types of visitors with poise and self-confidence.

Pay Range: $45.80 - $68.70 / hour

The salary range for this role may vary above or below the posted range as determined by location. This range has not been adjusted for any specific geographic differential applicable by area where the position may be filled. Compensation takes into account several factors including but not limited to a candidate’s experience, education, skills, licensure and certifications, department equity, training and organizational needs. Base pay is just one piece of the total rewards program offered by Sutter Health. Eligible roles also qualify for a comprehensive benefits package.

Job Shift:

Days

Schedule:

Full Time

Shift Hours:

8

Days of the Week:

Friday, Monday, Thursday, Tuesday, Wednesday

Weekend Requirements:

None

Benefits:

Yes

Unions:

No

This position is work from home eligible.

Position Status:

Non-Exempt

Weekly Hours:

40

Employee Status:

Regular

Number of Openings:

1

Sutter Health is an equal opportunity employer EOE/M/F/Disability/Veterans.

Salary : $46 - $69