Graduate Medical Education Program Specialist (Program Management Assistant)
Company: Indiana University
Location: Indianapolis
Posted on: April 17, 2024
Job Description:
DepartmentGRADUATE MEDICAL EDUCATION (IN-RSDT-IUINA)Department
InformationThe Office of Graduate Medical Education exercises its
authority and its responsibilities for the promotion of educational
quality, supervisory oversight, and administrative reliability of
IU School of Medicine residencies and fellowships. The office
serves as the human resource office for residents and fellows and
delivers administrative services for the graduate medical education
programs of the School of Medicine. The Office of GME, in
collaboration with its affiliated hospitals, provides
administrative guidance and professional development for program
directors, faculty, residents, fellows, and coordinators to enhance
administrative expertise toward fulfilling state and national
requirements of ACGME, NRMP, and other specialty organizations.Job
SummaryDepartment-Specific Responsibilities
- Serves as the program coordinator liaison and resource for 100
plus ACGME-accredited residency and fellowship programs as well as
nearly 100 non-ACGME programs. The GME Program Specialist will
assess compliance with and offer instruction on ACGME and affiliate
hospital requirements, policies, and procedures.
- Continually works with GME Office staff and constituents in the
assessment of current accreditation and education practices and
processes to further goals for optimizing efficiency, service, and
cost containment.
- Coordinates activities for IUSM GME Programs and GMEC
subcommittees, working groups, advisory boards, and GME-sponsored
events. Among these are the Policies and Procedures subcommittee;
the Clinical Learning Environment [CLE] Advisory Board; annual new
resident/fellow orientation; Program Coordinator Advisory Board
meetings, conference, and educational training; Program Director
orientation, annual meetings, and the Program Director Community
Professional Development program; Wellness initiatives; Residents
as Teachers workshop; Gold Humanism Honor Society induction, and
others, as needed. Maintains the necessary tools for tracking and
materials for training and communicating progress for these
programs.
- Assists in the Graduate Medical Education Committee (GMEC)
review of Annual Program Evaluation (APE) results. This position
will be responsible for helping to aggregate data from individual
program APEs into an institutional dashboard that identifies
program and institution-level weaknesses and opportunities for
improvement.
- Collaborates with the Assistant Director for Accreditation on
GMEC activities around the Annual Institutional Review (AIR) and
Institutional dashboard, and any program Special Reviews.
- Coordinates activities around the ACGME Clinical Learning
Environment Review (CLER) process. In anticipation of regularly
scheduled CLER site visits every 18 months, the individual in this
position is charged with staging planning meetings, identifying
appropriate meeting spaces, and identifying potential
resident/fellow and faculty participants in meetings with the site
visitors. Works with the Program Manager for CLER to ensure CLER
Visit logistics are completed as aligned with requirements provided
to the ACGME CLER Field Reviewer.
- Co-manages user support requests in the day-to-day operations
of the GME Administrative data system-MedHub, for approximately
2500 users in the school and an additional 500 or more outside of
IUSM. User support involves being on-call for any issues that arise
throughout the day.
- Provides quality control for the accuracy, reliability, and use
of MedHub.
- Monitors GME website, toolkits, toolboxes, resource library,
and pathways website for accuracy. Identifies and tracks updates,
then communicates that information to the Assistant Director for
GME Systems to make the edits on these sites.
- Creates and manages internal and external communications,
including EAD Progress Notes.
- Provides back-up/support to the Assistant Director for
Accreditation and Assistant Director for GME Systems, as
needed.
- Exemplifies and upholds the highest standards of
professionalism and customer service for the Office of Graduate
Medical Education.
- Participates in an array of GME activity and oversees and
supports GME programs sponsored by the Indiana University School of
Medicine.
- Participates in the administration and support of various
services the GME office provides, generally under established
accreditation and regulatory requirements, policies, and
processes.
- Works in tandem with the Assistant Director for Accreditation
and Associate Dean for Graduate Medical Education to ensure IUSM
GME program compliance with accreditation and regulatory
requirements, policies, and processes. Part of the support provided
by this position is directly related to the associated processes of
the IUSM ACGME-accredited residency and fellowship programs.
- Co-manages user support requests in the day-to-day operations
of the GME Administrative data system, MedHub, for approximately
2500 users in the school and an additional 500 or more outside of
IUSM.
- Plays a leadership and supportive role in maintaining this
major function of the IUSM GME Office. General Responsibilities
- Conducts research and compiles materials and information for
departmental programs.
- Prepares records of program activities; oversees and ensures
the timely processing and delivery of required materials.
- Reviews the policies and procedures involved in departmental
programs; suggests improvements; and ensures that rules comply with
university standards.
- Analyzes data and information generated or produced by program;
writes reports and other written materials based on this data.
- Verifies the accuracy of all data and information used or
generated by program; resolves any discrepancies or problems.
- Responds to requests for program information by staff,
students, and faculty; handles any necessary correspondence.
- Serves as liaison for department; coordinates activities and
exchanges information.QualificationsCombinations of related
education and experience may be considered. Education beyond the
minimum required may be substituted for work experience. Work
experience beyond the minimum required may be substituted for
education. EDUCATIONRequired
- High school diploma or equivalent (such as HSED or GED).
Preferred
- Bachelor's degree in business, education, or healthcare field
from an accredited institution.WORK EXPERIENCERequired
- 4 years of related work experience. Preferred
- 2 years of experience in Administration. LICENSES AND
CERTIFICATESPreferred
- TAGME certification. SKILLSRequired
- Proficient communication skills.
- Maintains a high degree of professionalism.
- Demonstrated time management and priority setting skills.
- Demonstrates a high commitment to quality.
- Possesses flexibility to work in a fast paced, dynamic
environment.
- Highly thorough and dependable.
- Possesses a high degree of initiative.
- Ability to build strong customer relationships.Preferred
- Possesses computer and database management skills.
- Proficient writer and proofreader.
- Ability to attain/maintain specialized knowledge of GME, as
applicable to business operation functions and dictated by ACGME
accreditation, regulatory bodies, institutional policies, and
systems. Working Conditions / DemandsThis role requires the ability
to effectively communicate and to operate a computer and other
standard office productivity equipment. The position involves
sedentary work as well as periods of time moving around an office
environment and the campus. The person in this role must be able to
perform the essential functions with or without an
accommodation.Benefits OverviewFor full-time staff employees,
Indiana University offers a wide array of benefits including:
- Multiple plan options for medical insurance
- Dental insurance
- Health Savings Account with generous IU contribution
- Life insurance, LTD, and AD&D options
- Base retirement plan contribution from IU, subject to
vesting
- Additional supplemental retirement plan options
- Tuition benefit for IU classes
- 10 paid holidays per year
- Generous Paid Time Off
- Paid Parental Leave
- Employee Assistance Program (EAP)Learn more about our benefits
by reviewing our online Benefits Brochure.Job ClassificationCareer
Level: MasteryFLSA: NonexemptJob Function: General
AdministrationJob Family: Program ManagementClick here to learn
more about Indiana University's Job Framework.Posting
DisclaimerThis posting is scheduled to close at 11:59 pm EST on the
advertised Close Date. This posting may be closed at any time at
the discretion of the University, but will remain open for a
minimum of 5 business days. To guarantee full consideration, please
submit your application within 5 business days of the Posted
Date.If you wish to include a cover letter, you may include it with
your resume when uploading attachments.Equal Employment
OpportunityIndiana University is an equal employment and
affirmative action employer and a provider of ADA services. All
qualified applicants will receive consideration for employment
based on individual qualifications. Indiana University prohibits
discrimination based on age, ethnicity, color, race, religion, sex,
sexual orientation, gender identity or expression, genetic
information, marital status, national origin, disability status or
protected veteran status. Indiana University does not discriminate
on the basis of sex in its educational programs and activities,
including employment and admission, as required by Title IX.
Questions or complaints regarding Title IX may be referred to the
U.S. Department of Education Office for Civil Rights or the
university Title IX Coordinator. See Indiana University's Notice of
Non-Discrimination here which includes contact information.Campus
Safety and SecurityThe Annual Security and Fire Safety Report,
containing policy statements, crime and fire statistics for all
Indiana University campuses, is available online. You may also
request a physical copy by emailing IU Public Safety at iups@iu.edu
or by visiting IUPD.Contact UsRequest SupportTelephone:
812-856-1234
Keywords: Indiana University, Lawrence , Graduate Medical Education Program Specialist (Program Management Assistant), Executive , Indianapolis, Indiana
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