Cross-Coverage Sr Program Administrator-29031

Rush University Medical Center; Chicago (IL); On-site; USD 5,010,000 - 8,191,000; Full time

Job summary

Rush University Medical Center in Chicago, Illinois, is seeking a Graduate Medical Education (GME) Program Administrator to ensure accreditation compliance, data reporting, and efficient program operations.

The role coordinates educational activities, manages budgets, and maintains documentation across ACGME standards, ERAS, ADS and MedHub with a focus on quality and compliance.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• At least 3 years prior program administration experience in graduate medical education.
• Proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint).
• Proficiency with GME software and systems such as ERAS, ADS and MedHub.
• Ability to independently organize and produce work, establish procedures and systems, and manage workflows.
• Ability to conduct data analyses and report on results.
• Excellent verbal and written communication skills
• Effective interpersonal skills

Responsibilities

• Assesses program requirements with accreditation requirements and collaborates with the program director to meet reporting needs.
• Manages program operations budget.
• Enforces resident/fellow compliance with requirements and educates house staff on policies.
• Develops and improves data tracking, reporting, and documentation for the institution and accreditation bodies.
• Plans and coordinates educational activities, including scheduling speakers and distributing materials.
• Coordinates resident/fellow evaluations and prepares tailored evaluation reports for committees.
• Oversees onboarding, visas, and licensing forms for house staff and coordinates with affiliated sites.
• Maintains program policies and develops handbooks and training materials.

Skills

Data analysis

Verbal and written communication

Organizational skills

Interpersonal skills

GME software knowledge

TAGME certification (preferred)

Education

Bachelor’s degree or equivalent

Tools

ERAS

ADS

MedHub

Microsoft Office

Job description

Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: Graduate Medical Education-GME

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 5:00:00 PM)

Rush offers exceptional rewards and benefits learn more at our Rush benefits page (https://www.rush.edu/rush-careers/employee-benefits).

Pay Range: $34.89 - $56.78 per hour

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Other Information

Required Job Qualifications:

• Bachelor’s degree or equivalent combination of education and experience
• At least 3 years prior program administration experience in graduate medical education
• Proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint)
• Proficiency with GME software and systems such as ERAS, ADS and MedHub
• Ability to independently organize and produce work, establish procedures and systems, and manage workflows.
• Ability to conduct data analyses and report on results
• Excellent verbal and written communication skills
• Effective interpersonal skills

Preferred Job Qualifications

• TAGME certification preferred

Responsibilities

• Assesses program requirements with accreditation requirements. Collaborates with the program director to meet accreditation reporting requirements and implement strategies to ensure compliance with accreditation standards.
• Manages program operations budget.
• Enforces resident/fellow compliance with program, institutional, regulatory, and accreditation requirements and educates house staff about requirements. Develops process improvements to increase compliance and facilitate reporting.
• Develops and improves systems for effective tracking of data and sophisticated reporting, and all documentation required by the institution, the ACGME, program committees, and department leadership.
• Plans and coordinates educational activities including scheduling speakers, coordinating presentations, and preparing and distributing agendas and materials. Negotiates contracts with facilities and caterers. Prepares reports and maintains documentation for all educational requirements.
• Coordinates the delivery of resident/fellow, faculty, and program evaluations, and monitors completion. Develops sophisticated, tailored evaluation reporting to support committees and program improvement activities. Advises Program Director on Residency Database Management functionality and collaborates on the development of evaluation forms. Coordinates resident/fellow semi-annual and summative evaluations.
• Manages administrative and planning logistics for events, retreats, and In-service exams.
• Oversees orientation and onboarding activities and presents information as a member of the administrative team. Completes house staff onboarding requirements, including visa applications, and licensing forms. Acts as a resource for house staff navigating onboarding.
• Collaborates with the program director to complete and document program oversight and compliance activities, such as program committees and the Annual Program Evaluation. Communicates with internal and external organizations to clarify requirements and report on program compliance. Ensures program compliance with institutional policies and procedures.
• Staffs program committees and collaborates with committee chairs to develop agendas, prepares robust data collection and reporting, documents meetings, and follows up on action items.
• Maintains program policies and enforces compliance with program and institutional policies. Critically evaluates program policies to ensure alignment with institutional and accreditation requirements. Partners with program leadership in the development of program-level policies. Provides guidance to residents/fellows on program and GME policies. Develops handbooks and training materials.
• Partners with program director to address program management challenges. Identifies and evaluates methods for improvement and makes recommendations to program leadership.
• Partners with the Program Director in the development of recruitment strategies, procedures, and materials. Manages and screens applications using ERAS or other application software. Manages all phases of the interview process. Collects, analyzes, and reports on data in support of recruitment goals. Advises the program director on NRMP regulations and institutional policies related to recruitment.
• Advises the program director on applicant eligibility for medical licenses and visas.
• Maintains resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules. Records schedules and absences accurately in MedHub. Coordinates schedules with affiliated sites and ensures trainee documentation for affiliates is submitted. Maintains PLAs and accuracy of affiliated sites listed in MedHub and ADS. Counsels residents/fellows concerning ABMS-specialty board educational requirements, adjusting schedules when needed. Independently coordinates with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.
• Maintains and develops new content for external and intranet program websites.
• Updates content of external and intranet program websites as needed.
• Other duties as assigned.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.