Program Administrator, Medicine

One Brooklyn Health; New York (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

One Brooklyn Health is seeking a Program Administrator to coordinate residency and fellowship training programs in New York. You will manage day-to-day operations, ensure CODA compliance, track data, coordinate electives, and oversee exams, schedules, rotations, and evaluations across affiliate sites.

The role involves budgeting, CME coordination, orientation planning, and collaboration with GME offices. Strong communication, organization, and familiarity with electronic records are essential.

Qualifications

• High School Diploma or equivalent required.
• Bachelor's Degree preferred.
• Minimum of three (3) years of office management experience.
• Or Equivalent experience in administration and office management in academic health care settings.
• Knowledge of ACGME requirements for institutional, core, fellowship and program requirements.
• Strong communication and problem-solving skills.
• Ability to fully utilize BHMC’s electronic record systems, equipment and other healthcare and billing systems relevant to this position.

Responsibilities

• Oversees day-to-day operations of the program.
• Tracks, reports, and ensures compliance with CODA and other governing bodies.
• Annual updates of GME Track and accreditation data systems.
• Coordinate outside electives and related coverage.
• Schedule residents' re-certification and re-orientation trainings.
• Register residents and fellows for In-Training Exams and proctor them.
• Develops and updates schedules and rotations.
• Creates and updates evaluation tools and monitors processes across sites.
• Monitors duty hours and prepares required reports.
• Coordinates interviews, ERAS interaction, and applicant communications.
• Plans Grand Rounds, faculty meetings, and program evaluations.
• Maintains manuals, policies, and prepares for site visits.
• Manages GME budget and trainee travel allocations.
• Coordinates Continuing Medical Education activities.
• Organizes orientation for students and residents.

Skills

Communication

Problem-solving

Administration

Organization

Goal-setting

Interpersonal skills

Electronic records systems

Education

High School Diploma or equivalent

Bachelor's Degree preferred

Tools

Electronic health records

Job description

Overview

The Program Administrator is responsible for the day-to-day coordination of the residency and fellowship training programs. The Program Administrator continually assess and direct a wide range of programmatic issues including long range planning, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Overview

The Program Administrator is responsible for the day-to-day coordination of the residency and fellowship training programs. The Program Administrator continually assess and direct a wide range of programmatic issues including long range planning, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Responsibilities

• Oversees day-to-day operations of the program.
• Tracks, reports, and ensures compliance with the appropriate governing bodies i.e. CODA
• Annually updates of GME Track, CODA web-based Accreditation Data System WebAds, and other relevant data sources.
• Coordinates outside electives which include master agreements, applications, malpractice coverage confirmation, and evaluations.
• Schedules and coordinates residents’ re-certification and re-orientation trainings.
• Registers residents and fellows for In-Training Exams, proctors In Training Exams.
• Creates and updates schedules and rotations in New Innovations.
• Develops evaluation tools for programs; Monitors evaluation process, both paper and online at all affiliate sites to include evaluation of residents and fellows by faculty after each rotation; evaluation of faculty by residents; evaluation of program by faculty and by residents; semi-annual evaluations of residents and fellows, final written evaluations of graduating residents and fellows; and evaluations of residents by multiple evaluators, including patients, medical students, and peers; and other evaluations as required by the individual CODA program requirements.
• Monitors residents and fellows duty hours.
• Prepares required duty hour, evaluation, and procedure reports; analyzes data for resident/fellow compliance with process and for trainee and program compliance with CODA requirements.
• Produces and distributes annual rotation schedule, and monthly changes.
• Coordinates semi-annual resident reviews and quarterly Clinical Competency Reviews.
• Maintains documentation for graduation and board eligibility.
• Documents verification of training for medical specialty boards for each resident/fellow as per the requirements of each specialty board.
• Coordinates interview process, ranking process, and post-match activities.
• Manages trainee applications and screens those appropriate for interview. This includes evaluating applications for completeness.
• Manages Electronic Residency Application Service (ERAS) interaction.
• Communicates with potential applicants, explaining the Program’s application process and distributing recruitment materials.
• Coordinates all ongoing departmental activities such as Grand Rounds, Resident Faculty Meetings, Clinical Competency, and Program Evaluation Committee Meetings.
• Completes reports for GME Track, ABIM, ACGME, WebAds
• Maintains departmental manuals, written policies and procedures and ensures they are updated as necessary and uploaded to New Innovations.
• Assists in the preparation for ACGME Site Visits and internal reviews.
• Organizes Internal Review with institution’s graduate medical education (GME) office.
• Maintains ongoing communications with GME Office regarding accreditation requirements for the trainee and program.
• Manages the program’s GME budget, including oversight of trainee travel and education allocations.
• Processes invoicing for program-related expenses.
• Coordinates Continuing Medical Education activities.
• Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, flyers for events/lectures.
• Coordinates planning of resident orientation program.
• Arranges student orientation and rotations.
• Matches students with preceptors.
• Ensures completion of student evaluations.
• Resident’s Payroll.
• Performs other duties as assigned.

Qualifications

Education:

• High School Diploma or equivalent required.
• Bachelor's Degree preferred.

Experience

• Minimum of three (3) years of office management experience.
• Or Equivalent experience in administration and office management in academic health care settings.

Knowledge And Skills

• Knowledge of Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, fellowship and program requirements.
• Communication (written and verbal).
• Problem-solving and decision-making.
• Administration and organization.
• Goal-setting and implementation.
• Interpersonal cooperation.
• Ability to fully utilize BHMC’s electronic record systems, equipment and other healthcare and billing systems relevant to this position.

Physical Requirements

• Position requires prolonged periods of sitting and use of a computer and screen viewing throughout the working day.
• Position will be required to stoop, bend, lift, and carry items weighing up to 25 pounds.

The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and can be modified in the future. When determining a team member’s base salary and/or rate, several factors may be considered as applicable (e.g., site, specialty, service line, years of relevant experience, education, credentials, negotiated contracts, budget and internal equity).

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of One Brooklyn Health (OBH).

OBH is an equal opportunity employer, it is our policy to provide equal opportunity to all employees and applicants for employment without regard to race, color, religion, national origin, marital status, military status, age, gender, sexual orientation, disability or handicap or other characteristics protected by applicable federal, state, or local laws.