Medical Education Program Administrator

Phoenix Children's Hospital, Inc.; Phoenix (AZ); On-site; USD 65,000 - 90,000; Full time

Job summary

Phoenix Children’s Hospital is seeking a Medical Education Program Administrator to oversee day-to-day operations of designated education training programs. The role includes coordinating committees, managing accreditation reports, and ensuring compliance with requirements under the supervision of the Program Director and Director of Medical Education.

The position covers recruitment, onboarding, graduation activities, budgeting, and rotation scheduling, with emphasis on data accuracy, policy

Qualifications

• High School diploma required; Bachelor's preferred in business or closely related field.
• Three years of admin/program support experience required; three years in education or residency training preferred.
• Proficient in Microsoft Office and database management; strong communication and multitasking skills required.

Responsibilities

• Oversee program administration and accreditation activities including committee coordination and required reporting.
• Manage recruitment processes, interviews, and NRMP/rank list submissions.
• Coordinate onboarding, orientation, and graduation activities for residents/fellows.
• Prepare and monitor annual program budget and quarterly expense reports.
• Schedule rotations and ensure evaluations and documentation are completed.

Skills

Microsoft Office

Database management

Verbal communication

Written communication

Prioritization

Project management

Interpersonal relations

Education

High School diploma or equivalent

Bachelor's degree in Business or related field

Job description

Department: PCH-MAIN | Graduate Medical Education

Location: Phoenix

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

Category: Administrative Support

Posting #: 1066164

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
  Coordinates and oversees all required committee meetings including the Program Evaluation Committee, Clinical Competency Committee and Scholarly Oversight Committee meetings. Completes required annual reports including Milestones, Annual Program Evaluation, ACGME ADS Update, AHCCCS GME report and other reports as assigned. Develops and utilizes system to track educational data required for the ACGME. Analyzes and organizes data to generate reports as required by institutional and accreditation agencies, ensuring compliance with designated timelines. Tracks and monitors trainee's progress. Works with the Program Director and/or Program Chief(s) to design and implement yearly rotation schedule and vacation schedules. Manages attendance including communicating trainee absences to the appropriate schedulers and record in academic file.
• Recruitment
  Manages 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. Coordinates and oversees multi-day interview events and logistics. Organizes and administers ranking meetings for the selection of applicants for match lists. Works with Program Director to submit rank list to NRMP or other matching program, in accordance with national deadlines and policies. Ensures all annual credentialing and other hospital and Department requirements are met for each trainee in the program.
• New Hire Onboarding, Orientation and Graduation
  Ensures 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. Develops and maintains program policies and handbook in accordance with institutional policies. Plans all resident/fellow graduation activities and other department events as directed by the Chairman and Program Director. Ensures all annual credentialing/licensing and other hospital and department requirements are met for each trainee in program.
• Prepares annual program budget. Tracks annual program expenses and provides quarterly reports to the Director of Medical Education.
• Prepares schedule for rotating residents and medical students. Communicates rotation approvals with the appropriate staff in the Department of Medical Education. Coordinates rotation orientation and ensure completion of evaluations for rotating residents and medical students.
• Initiates requests for Program Letters of Agreements (PLAs) with Department of Medical Education for resident/fellow rotations, away rotations and electives. Performs annual audit ensuring all PLA's are current and in effect.
• Inputs and manages all required program data in the MedHub database. Performs regular audits in MedHub to confirm all required data is accurate and up to date.
• Administers and oversees proctoring required for annual examinations. Maintains security of all materials and assure compliance with the outlined procedures. Orders and returns all testing materials in a timely manner.
• Serves as a program liaison with faculty, staff and hospital personnel. May serve as Program Director designee, in their 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 (3) years of experience in administration and program support. Required Yes No 2. Three (3) years of 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