Medical Education Program Administrator

Phoenix Children's Hospital, Inc.; Phoenix (AZ); On-site; USD 70,000 - 95,000; Full time

Job summary

Phoenix Children’s Hospital, Inc. is seeking an experienced Medical Education Program Administrator to manage the day-to-day operations of designated education training programs in Phoenix.

This role supports accreditation compliance and reports to the Program Director and Director of Medical Education. The position emphasizes coordinating committee meetings, recruitment, onboarding, budgeting, data reporting, and serving as a liaison with faculty and hospital staff to uphold training excellence

Qualifications

• High School diploma or equivalent required.
• Bachelor's degree in Business or closely related field preferred.
• Three years experience in administration and program support required.
• Three years experience in educational or residency training program preferred.

Responsibilities

• Coordinate and oversee required committee meetings, including program evaluations and accreditation reporting.
• Track educational data for accreditation and annual program evaluations.
• Manage recruitment: advertising, applicant questions, interviews, and credentialing.
• Oversee onboarding/orientation and graduation activities; develop program policies.
• Prepare annual program budget and quarterly financial reports.

Skills

Program Administration

Recruitment

Onboarding

Budgeting

Scheduling

PLA Management

Data Analytics

Reporting

Compliance

Communication

Education

High School diploma or equivalent

Bachelor's degree in Business or related field

Tools

MS Office

Database Management

Job description

Department: PCH-MAIN | Graduate Medical Education

Location: Phoenix

Shift: Mon-Fri, Days, 8am-5pm

Category: Administrative Support

Posting #: 1055673

Employee Type: Full-Time

Position Summary

The Medical Education Program Administrator is responsible for the day to day operations of designated education training program(s) at Phoenix Children\'s. This position works independently under the supervision of the Program Director and Director of Medical Education to manage the training program\'s administrative activities and ensure compliance with accreditation requirements.

Position Duties

• Program Administration and Accreditation
  Coordinate and oversee all required committee meetings including the Program Evaluation Committee, Clinical Competency Committee and Scholarly Oversight Committee meetings. Complete required annual reports including Milestones, Annual Program Evaluation, ACGME ADS Update, AHCCCS GME report and other reports as assigned. Develop and utilize system to track educational data required for the ACGME 10-year Self Study site visit. Analyze and organize data to generate reports as required by institutional and accreditation agencies, ensuring compliance with designated timelines. Track and monitor trainees progress. Work with the Program Director and/or Program Chief(s) to design and implement yearly rotation schedule and vacation schedules. Manage attendance including communicating trainee absences to the appropriate schedulers and record in academic file.
  • Recruitment
    Manage all aspects of the recruitment process including advertising, answering applicant questions, web page content, ERAS database management or other application system, and monitoring and approving applications. Coordinate and oversee multi-day interview events and logistics. Organize and administer ranking meetings for the selection of applicants for match lists. Work with Program Director to submit rank list to NRMP or other matching program, in accordance with national deadlines and policies. Ensure all annual credentialing and other hospital and Department requirements are met for each trainee in the program.
    • New Hire Onboarding, Orientation and Graduation
      Ensure all provisioning requests are completed in a timely manner for incoming class, including documentation required by Human Resources and Department of Medical Education. Assist Director of Medical Education in developing orientation for incoming trainees, including faculty and presentations, computer training sessions and policy overview. Develop and maintain program policies and handbook in accordance with institutional policies. Plan all resident/fellow graduation activities and other department events as directed by the Chairman and Program Director. Ensure all annual credentialing/licensing and other hospital and department requirements are met for each trainee in program.
      • Prepare annual program budget. Track annual program expenses and provide quarterly reports to the Director of Medical Education.
        
      • Prepare schedule for rotating residents and medical students. Communicate rotation approvals with the appropriate staff in the Department of Medical Education. Coordinate rotation orientation and ensure completion of evaluations for rotating residents and medical students.
        
      • Initiate requests for Program Letters of Agreements (PLAs) with Department of Medical Education for resident/fellow rotations, away rotations and electives. Perform annual audit ensuring all PLA\'s are current and in effect.
        
      • Input and manage all required program data in the New Innovations database. Perform regular audits in New Innovations to confirm all required data is accurate and up to date.
        
      • Administer and oversee proctoring required for annual examinations. Maintain security of all materials and assure compliance with the outlined procedures. Order and return all testing materials in a timely manner.
        
      • Serve as a program liaison with faculty, staff and hospital personnel. May serve as Program Director designee, in his/her absence.
        
      • Performs miscellaneous job related duties as requested.
        

Phoenix Children\'s Mission, Vision, & Values

Mission

To advance hope, healing and the best healthcare for children and their families

Vision

Phoenix Children\'s will be the leading pediatric health system in the Southwest, nationally recognized for exceptional care, innovative research and advanced medical education.

We realize this vision by:

• Offering the most comprehensive care across ages, communities and specialties
• Investing in innovative research, including emerging treatments, tools and technologies
• Advancing education and training to shape the next generation of clinical leaders
• Advocating for the health and well-being of children and families

Values

• We place children and families at the center of all we do
• We deliver exceptional care, every day and in every way
• We collaborate with colleagues, partners and communities to amplify our impact
• We set the standards of pediatric healthcare today, and innovate for the future
• We are accountable for making the highest quality care accessible and affordable

Position Qualifications

Please review the following qualifications and specify whether you meet each of the requirements listed.

Education

Do you meet this requirement or have the ability to obtain it
within the timeframe listed in the requirement? 1. High School diploma or equivalent.Required Yes No 2. Bachelor's degree in Business or closely related field.Preferred Yes No

Experience

Do you meet this requirement or have the ability to obtain it
within the timeframe listed in the requirement? 1. Three years experience in administration and program support.Required Yes No 2. Three years experience in educational or residency training program.Preferred Yes No

Special Skills

Do you meet this requirement or have the ability to obtain it
within the timeframe listed in the requirement? 1. Proficient in Microsoft Office suite and database management.Required Yes No 2. Strong verbal and written communication skills.Required Yes No 3. Ability to prioritize and manage multiple projects and deadlines.Required Yes No 4. Skilled in developing and maintaining effective working relationships; works collaboratively with other professionals, maintains confidentiality.Required Yes No

Physical Requirements & Occupational Exposure/Risk Potential

1. Physical Requirement - Fine Motor Skills (pinching, gripping, etc) -Constantly 2. Physical Requirement - Hearing -Constantly 3. Physical Requirement - Pushing/pulling -Occasionally 4. Physical Requirement - Reaching -Occasionally 5. Physical Requirement - Sitting -Constantly 6. Physical Requirement - Standing -Occasionally 7. Physical Requirement - Stooping/crouching/kneeling/crawling -Occasionally 8. Physical Requirement - Talking -Constantly 9. Physical Requirement - Walking -Frequently 10. Physical Requirement - Near Vision -Constantly 11. Physical Requirement - Far Vision -Occasionally 12. Physical Requirement - Color Discrimination -Constantly 13. Physical Requirement - Use of keyboard, mouse and/or computer equipment -Constantly 14. Physical Requirement - Lift up to 35 pounds without assistance -Occasionally 15. Occupational Exposure/Risk Potential - Inside office environment -Applicable I have reviewed the qualifications, physical requirementsand occupational exposure/risk potential for this position and wish to apply I Agree