FM GME Program Manager

Kaiser Permanente; Vallejo, Northern (CA, KY); On-site; USD 110,000 - 150,000; Full time

Job summary

Kaiser Permanente in Vallejo, CA seeks an experienced Family Medicine Residency Program Manager to oversee operational, administrative, and accreditation activities, ensuring ACGME compliance and alignment with policies. You will coordinate residents, faculty, GME leadership, and regulatory bodies, partnering with the Program Director to support education and a high-quality training environment.

The role involves managing multiple workstreams, monitoring risks, and ensuring vendor performance

Qualifications

• Bachelor's degree and at least 3 years project management experience.
• Preferred: experience with database software (Access) and data analysis tools (Tableau, Minitab).
• Strong organizational, analytical, and communication skills essential.

Responsibilities

• Build and maintain relationships with stakeholders and provide resources.
• Manage small-to-medium projects with multiple workstreams and risks.
• Coordinate vendor reviews and monitor contract performance.
• Lead cross-functional teams to meet program goals.

Skills

Ambiguity Management

Attention to Detail

Business Knowledge

Communication

Critical Thinking

Cross-Group Collaboration

Decision Making

Dependability

Project Management

Organizational Savvy

Problem Solving

Teamwork

Learning Agility

Education

Bachelor's degree

Tools

Access

Tableau

Minitab

QI Macros

Job description

The Family Medicine Residency Program Manager oversees the operational, administrative, and accreditation functions of the Family Medicine Residency Program, ensuring compliance with ACGME requirements and institutional policies. Serving as the primary point of coordination among residents, faculty, Graduate Medical Education leadership, and regulatory bodies. This role partners closely with the Program Director, Associate Program Director, and regional GME stakeholders to support resident education, maintain program effectiveness, and ensure a high-quality training environment. The ideal candidate possesses graduate medical education experience, exceptional organizational and project management skills, ability to work independently, strong attention to detail, critical-thinking abilities, and a commitment to resident success and educational excellence.

Manages small-to-medium sized projects/programs or components with multiple workstreams and strategic business goals across departments, functions, or regions with responsibility and accountability for achieving program outcomes from initiation to close-out in an extended or open-ended time frame. Leads the work of project/program teams by coordinating and monitoring internal and/or external resources. Monitors and identifies project/program risks, issues, and trigger events by executing mitigation plans and strategies. Monitors compliance of project/program activities by ensuring project/program plans and team members adhere to relevant policies and procedures. Ensures the alignment, buy-in, coordination, and support of diverse stakeholders. Assists with reviews of vendor performance levels, ensures service level agreements are met, and supports contract negotiations with vendors.

Essential Responsibilities:

• Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members. Listens to, seeks, and addresses performance feedback; provides mentoring to team members. Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes. Supports and responds to the needs of others to support a business outcome.
• Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives. Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information. Supports, identifies, and monitors priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities for team.
• Manages small-to-medium sized projects/programs or components with multiple workstreams and strategic business goals across departments, functions, or regions with responsibility and accountability for achieving program outcomes from initiation to close-out in an extended or open ended time frame. Develops, analyzes, and executes less complex project/program plans which include scope identification and management, schedule, inter-dependencies, and resource forecast. Manages project/program financials for small-to-medium size programs. Monitors project/program performance to ensure initiatives effectively deliver maximum long term value or benefit to the organization, and makes adjustments as needed in an uncertain environment where scope may be fluid. Manages project/program activities related to organizational change management (e.g., development and execution of user adoption, implementation, and training plans) as defined by the program. Allocates resources, establishes schedules, and makes task assignments.
• Leads the work of project/program team members. Requests and coordinates internal and/ or external resources based on the alignment of team member skills and program demands. Promotes program vision and objectives with project/program team.
• Monitors and identifies project/program risks, issues, and trigger events by executing mitigation plans and strategies; and resolving or escalating risks or issues as appropriate.
• Monitors adherence of project/program activities to policies and procedures by ensuring plans and team members follow KP, departmental, and/or business line policies and procedures.
• Ensures the alignment, buy-in, and coordination of diverse stakeholders by building rapport with stakeholder teams, third party vendors, and management; and clarifying accountability and authority across stakeholders. Identifies and works closely with key stakeholders. Ensures all appropriate stakeholders are represented and included. Provides insight to key stakeholders and project/program sponsors by developing goals, setting the prioritization of deliverables, discussing involvement of business processes (e.g. program change management, communication) and facilitating decisions necessary for program delivery. Communicates tough issues to stakeholders while maintaining an independent opinion, providing recommendations, delivering presentations, and providing reports to stakeholders.
• Assists with reviews of vendor performance levels and ensures service level agreements are met. Supports the contract negotiation process with vendors and reviews project/program invoices submitted by vendors for accuracy.

Knowledge, Skills and Abilities: (Core)

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross-Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short- and Long-term Learning & Recall
• Teamwork
• Topic-Specific Communication

Knowledge, Skills and Abilities: (Functional)

• Applied Data Analysis
• Change Management
• Conflict Resolution
• Financial Acumen
• Managing Diverse Relationships
• Project Management Tools
• Quality Assurance ProcessRisk Assessment
• Service Focus
• Strategic Program Management

Minimum Qualifications:

• Bachelors degree from an accredited college or university and minimum three (3) years project management experience OR Minimum six (6) years experience in project management or a directly related field.

Preferred Qualifications:

• Two (2) years experience working with database software (e.g., Access).
• Two (2) years experience working with data analysis software (e.g., Minitab, QI Macros, Tableau, etc.).