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