Program Manager - Family Medicine

Creighton University in Omaha, NE is seeking to hire a full time Program Manager for the General Medical Education (GME) office.  

The Program Manager I is responsible for supporting the operational management of the Family Medicine training program. In collaboration with Program Directors and reporting to the Institutional Manager, the position requires following the details of national accreditation policies and hospital policies. 

The Program Manager I will assist with programmatic issues including recruiting trainees, administrative workflow, maintaining databases, and communicating with faculty and trainees regarding a range of issues.  

 This position is based at CUMC Bergan Mercy Hospital in Omaha, NE. We offer flexible scheduling after the initial 6-month orientation period.

Responsibilities

• Program Accreditation: Tracks and gathers data; Inputs answers into surveys/reports; Handles arrangements for site visits/self-study and special reviews; Maintains Program Evaluation Committee (PEC) minutes and action Items.
• Recruitment: Maintains ERAS; Registers for NRMP and SOAP; Confirms quotas; Distributes applications for review; Organizes and leads recruitment days; Coordinates all arrangements; Communicates with applicants; Schedules applicants and interviewers; Arranges itineraries and schedules for candidates; Schedules Rank Meeting.
• Resident/Fellow Scheduling: Inputs schedules into Residency Management System; Monitors schedules for accuracy; In conjunction with chief residents and/or program leadership, creates and enters call schedule into appropriate platform; Manages all scheduled leave for resident, including vacations, sick, parental, FMLA, and conferences and coordinates all leave with affiliated sites; Runs work hour compliance and submission reports.
• Department Liaison for GME: Liaison between Program Director and residents/fellows; Communicates with GME Office on programmatic and resident/fellow issues; Submits requested documentation; Assists residents/fellows with program questions using outstanding customer service; May attend national or regional meetings.
• Curriculum Development: Work directly with the Program Education Committee (PEC) in creating the core and transition curriculum series, workshops, and bootcamps; Creates evaluations in Residency Management Suite; Distributes evaluations and tracks completion; Tracks and reports conference attendance to the Clinical Competency Committee (CCC); Sets up for conferences (speakers, presentation files, zoom, etc.); Gathers and distributes orientation materials.
• Program Communications/Meeting Management: Acts as liaison between the training program and GME Office; May email or mail communications for the Program Director; Acts as initial contact for other programs (internal and external stakeholders); Acts as contact for visiting residents/fellows from other institutions and communicates for Program Director to arrange to bring the visiting resident/fellow to CU; Updates websites; Schedules administrative meetings; Prepares agenda and materials; Takes minutes and distributes appropriately.
• Finance: Reviews program budget for accuracy; Tracks resident/fellow professional development account; Tracks program spending for accuracy and to ensure budget compliance; Works with ADGME to prepare mid-year projections; Makes resident/fellow travel arrangements; Prepares resident/fellow reimbursement reports.
• Policies & Procedures: Distributes policies/procedures; Understands policies/procedures and is able to interpret accurately for residents/fellows.
• HR: Tracks leaves of absences; Submits ACGME temporary increase; Collects credentialing documentation; Analyzes letters of recommendation for appropriateness; Monitors licensure, life support training, and mandatories; Approves and tracks time off (vacations, conference time, sick days, etc.); Writes required documentation for J-1 visa submissions; Advises on effects of LOA to the individual resident’s/fellow’s training program; Provides guidance and assists residents/fellows with administrative matters.
• Education, Wellness, and Social Events for Residents/Fellows: Organizes events; Coordinates all arrangements; Assists with oversight of events; Selects and purchases swag; Understands University hosting policies/procedures; Manages address list; If applicable, proctors annual in-training examination.

Qualifications:

• Associate degree or equivalent experience required. Equivalent combination of education and/or work experience considered.
• Experience of office administrative experience, preferably in a healthcare and/or education setting.
• Experience in general medical education &/or leadership management, human resource experience preferred.
• Strong administrative management skills and proficient with Microsoft Office.
• TAGME certification preferred or the ability to obtain within the first 3 years of employment.