Program Administrator I-Full-Time-Days

Cape-Fear-Valley-Medical-Center-; Fayetteville (NC); On-site; USD 60,000 - 80,000; Full time

Job summary

Cape Fear Valley Medical Center in Fayetteville, NC seeks a Program Administrator I to provide comprehensive administrative management for its residency training program within the Graduate Medical Education Department. The role supports interns, residents, fellows, and medical students, coordinating recruitment, evaluations, and CME activities to ensure accreditation standards are met.

The PA I will manage databases, prepare reports, coordinate site visits, and assist program directors and

Qualifications

• Education: Associate degree required or 4 years of GME experience in lieu.
• Work Experience: 4 years in a health-related environment required.
• Skills: strong written, verbal communication; proficient in Word, Excel/Access, PowerPoint.

Responsibilities

• Administers and coordinates all intern/resident recruitment activities for the Program (travel, accommodations, interviews).
• Manages program evaluation processes for interns, residents, students and teaching attending physicians.
• Prepares and maintains program databases and reports; coordinates CME activities and syllabi.

Skills

Reading comprehension

Verbal communication

Written communication

Microsoft Word

Excel/Access

PowerPoint

Organizational skills

Multitasking

Medical terminology

Event planning

Education

Associate degree

GME experience (4 years in lieu)

Job description

FacilityCape Fear Valley Medical CenterLocationFayetteville, North CarolinaDepartmentMedical EducationJob FamilyProfessionalWork ShiftDays (United States of America)SummaryThe Program Administrator I (PA I) will be assigned a residency training program within the Graduate Medical Education Department (hereafter referred to as “Program”) and will be required to conform to the rules and regulations of the accrediting body as it relates to medical education. This individual will be responsible for various aspects of the Program to ensure its success. The PA I must be qualified to manage and direct interns, residents, fellows, and medical students assigned to the Program in conjunction with the ADME.The PA I is crucial to the recruitment of residents and medical students to ensure the highest quality of training and to meet the Institution’s mission of providing the highest quality patient care. Activities will require an individual who has strong organizational and communication skills, detail for accuracy, and ability to multi-task. Maintain confidential records. Assignments may be long term and require the individual to track and monitor accomplishments.The PA I will provide administrative management of Program’s continuing medical education programs; including: preparing, submitting, gathering, tracking, negotiating and preparing syllabi. Functions to include additional support for the program directors, faculties, interns, residents and medical students as needed.Major Job FunctionsThe following is a summary of the major essential functions of this job. The incumbent may perform other duties, both major and minor, that are not mentioned below. In addition, specific functions may change from time to time:Allocates resources effectively:Considers the cost vs. benefit of proposed expendituresHelps faculty, interns, residents and students make the most of limited resourcesMonitors their use of equipment, tools and supplies to prevent damage from abuse or neglectAnnual budget preparation for the Program and tracking throughout the yearPrepares, distributes and maintains all affiliation agreements and/or program letters of agreements for required rotations for the ProgramSubmits all intern/resident/faculty educational stipends/vacation requests for processingAssists in the redesign operations of the Program while decreasing costs and increasing or maintaining qualityDepartmental Administration:Prepares Program policies and procedures to conform to guidelines and accreditationCoordinates the daily office operations to ensure a smooth and efficient workflowEnsures that all files are maintained properly, complete and in accordance with the hospital and agency guidelines - establishes and maintains an efficient and timely filing system for all confidential records and filesGeneral administration/coordination of Program activities with faculty meetings, CME activities, program lecture series, schedules conference room, etc.Generates and maintains Program databases. Includes and not limited to, all Program personnel, interviewed applicants, rotating students, vacation allowance of interns and residentsGenerates original reports and correspondenceApproves and submits orders for supplies to ADME for final approvalOversees and manages secure document storage process including storage and disposal of all confidential materialsCompletes all Program correspondence, data, and electronic registration requests from accrediting bodies in a timely mannerPrepares letters of recommendations and verification requests for current and past house staffPrepares necessary informational material and reports for distribution in the prescribed timeframeProcesses all Program personnel payroll using the appropriate time managementProvides support, guidance and leadership to all students, interns and residentsAdministrates and coordinates all intern/resident recruitment activities for Program – travel, accommodations, and intern/resident, and student interviews and recruitmentReviews and manages all internal requests for information, documentation, data requests, etc. for the ProgramEdits correspondence for acceptable style, grammar and clarity for expression of reports, etc.Attends annual Accreditation Council of Graduate Medical Education (ACGME) annual meetingWillingly accepts responsibilities and assignments as assigned by the ADME, Chief Operating Officer and Senior Management of the Graduate Medical Education DepartmentProgram Administration:Administration of Program’s evaluation process of interns, residents, students and teaching attending physiciansAdministration of Program’s recruitment process as outlined by the Program Director and ADMEPrepares and maintains revisions to the annual publication of the Program’s residency manualsOrganizes, prepares and participates in Hospital Days: registration, travel arrangements, distribution of materials and participation if neededOrganization of the annual orientation of new interns and residentsPrepares and coordinates program site visits (accrediting body) and generate reports for various agenciesVerification of student loans, mortgages and deferments for residentsComposes and distributes notices to interns and residents regarding educational stipend, log/evaluation and vacation balances. Assures accrediting body’s compliance with file information (application, state license, driver’s license, ACLS, training certificates, etc.)Prepares and maintains databases for monthly rotation, night-call, short-call, house-physicians and residents and lecture schedulesEnsures quarterly and semi-annual evaluations for interns and residents with the program director are performedTracks and follows-up on monthly intern and resident logs and evaluationsReviews and provides update to the ADME on Program’s websitePrepares and maintains Program databases using New Innovations, Electronic Residency Application System, and AMIONStudent Administration:Provide guidance and oversight to the Medical Education Coordinator (MEC) as it relates to the Program and its subspecialty activities of medical student education and rotations at the institutionOversight responsibility for the operation and management of the Program’s student rotationsPrepares database with the Program’s medical student information for recruitment purposesProvides guidance to the MEC in assisting the Clinical Chairs, the DSME, or on-site faculty in arranging special presentations, meetings with the Program’s faculty or students, or other educational activitiesProvides assistance to the MEC in attending morning lectures - overseeing the sign in sheets and facilitation of the meetingProvides guidance and supervision to the MEC in preparation of the orientation of medical studentsReviews and manages all written communication with the Program’s faculty and students at their regional site including announcements, letters and brochuresOversees the scheduling of the Program’s students entrance interviews with the program directorExplains the Program’s policies and procedures, answer various questions, coordinate services and assistance and handle special requests or problems, routing to the DSME or Director of Clinical Rotations as appropriateEvents Administration:Oversees administrative management of continuing education programs including preparing, submitting, and gathering, tracking all CME activity, negotiating with hotels and caterers and other vendors and putting together syllabi for the ProgramEnsures morning report are assigned to interns/residents and students in an accurate and timely mannerIdentify appropriate outside facilities or caterers for functions and negotiates with vendors for priceIn conjunction with the ADME, organizes graduation events for the Program’s interns/residents and remain within the allocated budgetIn conjunction with the ADME, organizes the annual holiday and special eventsAssists lecturers with the use and set-up of AV equipment - ensures AV needs are communicated and arranged as requestedDistributes and posts lectures for the ProgramComposes and distributes CME letters, confirmation and thank you letters to speakers for lecturersProvides guidance and oversight in the preparation of notifications, syllabus evaluation and other materials meet the requirements of the accrediting agenciesOversees database with lecture topics for each specialty, speaker and date of lecture.Oversees sign-in sheets and evaluation sheets to track attendance and evaluate the quality of conferencesOversees the preparation and distribution of emails and/or conference notificationsOversees the preparation of brochures and syllabi’s for each program including design, requesting and organizing materials from speakers and negotiating with printerOversees the preparation of creative advertisements/invitations to special events and distributes accordingly, including posting of it in strategic locationsOversees organization of CME paperwork is complete and accurate in accordance with departmental and organizational guidelinesRecruits and schedules participation of inside and outside speakers for lecturesDistributes invitations to potential speakersSchedules conference roomSolicits various pharmaceutical companies to secure funding, display fees, speaking engagements, etc. Identifies potential sponsors and negotiates supportMinimum QualificationsThe following qualifications, or equivalents, are the minimum requirements necessary to perform the essential functions of this job:Education and Formal Training:Associate degree required OR 4 years of GME experience may be considered in lieu of educationWork Experience:4 years of experience in a health-related environment requiredKnowledge, Skills, and Abilities Required:Proficiency in reading, writing, and speaking the English languageStrong computer skills, including Word, Excel/Access, and PowerPoint requiredVerbal and written communication abilities are required to effectively express ideas and views when speaking to or otherwise communicating with hospital staff and persons in the community.Organizational ability is required to plan and control the activities of one or more hospital departments or functions and to recognize and establish priorities.Capacity to relate to people from various professional and nonprofessional backgrounds in a manner, which wins confidence and establishes support for the goals and objectives of the hospital and its administration.Knowledge of continuing medical education and event planning preferredStrong written, oral, and interpersonal skills essentialAbility to multi-task and is well organizedMedical TerminologyPhysical Requirements:Visual acuity to review data, reports, and make analysisAbility to move throughout the Medical CenterSpeaking and hearing to converse with individual members of hospital staff and to address various groupsRequired Licenses and CertificationsCape Fear Valley Health System is an Equal Opportunity Employer M/F/Disability/Veteran/Sexual Orientation/Gender Identity