Residency/Fellowship Administrator II

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500154 Pediatrics SMH

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

GENERAL PURPOSE:
Administers smaller, less complex aspects of the broader day-to-day operations of Graduate Medical Education (GME) programs. Supports more complex areas of program administration with guidance and oversight. Works collaboratively with team, leadership, University departments and other key stakeholders to ensure accurate and timely operations.

Achieves and maintains working knowledge of national accreditation standards, hospital regulations.

ESSENTIAL FUNCTIONS

• Assists with the progression of individual residents/fellows through the program(s). Ensures adherence to ACGME (Accreditation Council of Graduate Medical Education) residency/fellowship requirements and maintains thorough electronic files for compliance. Provides reporting, compiling and analyzing semi-annual feedback reports, meeting minutes, and survey results for resident recruitment and program improvement. Assist in planning and preparing program events alongside other administrators and leaders. Oversees residency/fellowship expenses within budget, gathers documentation, and processes payments. Oversees program resources by managing call space and supplies, ensuring they are in order, and coordinating repairs as needed. Arranges agreements with vendors for program administration and events, with appropriate approvals. Develops and maintains an alumni database, ensuring data integrity for reporting. Supports quality improvement by conducting annual surveys for program enhancement and assists with preparations for ACGME site visits. Monitors trainee compliance with HIPAA, health requirements, and duty hours, addressing any violations. Stays updated on ACGME and ABMS requirements to support program accreditation.
• Works within the relevant system(s) to manage data related to Residents and Fellows programs. Defines the Residency/Fellowship settings in the appropriate system and functions as the Primary Administrator for the system(s). Creates, uploads and inspects, and executes schedules, evaluations, procedures, resources, and curriculum documents. Assists in the development and execution of the yearly rotation/vacation schedules.
• Inspects and updates schedules regularly. Develops and maintains the curriculum document and evaluation matrices for each rotation and each trainee, allowing for automated distribution of curricula and/or evaluations to the appropriate trainee and faculty at the appropriate time. Anticipates, executes, and gathers manual assignment of evaluations on an as-needed basis. Inspects and analyzes duty hours for residents and fellows to ensure compliance with NY State and ACGME regulations weekly for GME and the program. Investigates potential violations and provides feedback to the program leadership. Monitors, assesses, and inspects delineation of competency procedure data input and evaluations of each resident/fellow for the purpose of resident/fellows credentialing of supervision for the ACGME. Manages conference calendar in the designated system for resident events.
• Manages and coordinates Residency/Fellow Education, requiring collaboration across URMC as well as outside entities with direction from the program leadership. Manages all aspects of didactic residency conferences. Proposes topics and speakers designed to meet educational needs/gaps to provide adequate coverage of required subject areas. Maintains, prepares, and submits all related compliance reports based on ACGME requirements. Provides administrative oversight of all resident/fellow mandatory sessions and courses. Ensures registration, schedules, and materials are complete and provided to residents prior to course.
• Provides administrative support for program recruitment. Consolidates information from systems, prepares documents and schedules interviews and orientation. Answers questions, provides support and interacts with applicants during interview season to ensures professional needs for acclimating to program are addressed. Serves as back-up to other Residency/Fellowship Administrator(s) for Electronic Interview Scheduling system.
• Provides general administrative support and oversees aspects of daily office functions. Coordinates program meetings, including reserving rooms, orders meals, manages email correspondence, takes notes, and maintains documentation. Prepares agendas, records and maintains meeting minutes, develops reports and provides data to various committees as needed.
• Assists with unannounced site visits by ensuring that resident/fellow administration, staff and residents have been informed of the process and that GME has all of the pertinent program information in a timely and efficient manner.
• Supports social media needs of the program. Drafts and maintains website content and monitors posts for appropriateness and required action with some direction from leadership and Communications. Researches best practices, surveys trainees and makes recommendations to increase traffic and candidate interest in the program. Creates, develops, launches and manages relevant social media presence(s) for the Residency/Fellowship program for various purposes (recruitment, wellness, alumni relations, etc.). Develops and/or imports content, manages posts and responds to followers. Partners with URMC Communications as needed and appropriate.

Other duties as assigned

QUALIFICATIONS

REQUIRED:

• Bachelor’s degree.
• 2 years of relevant experience;
• or equivalent combination of education and experience.
• Strong organizational, interpersonal, and technical skills.
• Ability to effectively communicate and interact with people across diverse backgrounds and cultures.
• Proficiency with Microsoft Suite, virtual collaboration tools, and Adobe.
• Must be able to prioritize and handle multiple competing demands and adhere to deadlines in a fast-paced environment.
• Ability to work autonomously and make decisions independently.
• Ability to take initiative and be resourceful.

EOE Minorities / Females / Protected Veterans / Disabled:

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.