Residency Program Admin II

University of Massachusetts Medical School; Worcester (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

University of Massachusetts Medical School in Worcester, MA, seeks a Residency Program Administrator II to oversee the core residency program's operations, including recruitment, onboarding, evaluation systems, data management, and accreditation compliance.

Reporting to the Residency Program Director, the role manages personnel, schedules, surveys, and documentation, and collaborates with affiliated sites and regulatory agencies to ensure program excellence.

Qualifications

• Bachelor's degree in business or education or equivalent experience.
• Experience in health care or academic settings; supervisory experience.
• Familiar with accreditation requirements for graduate medical education.
• Proficient in Microsoft Office and data management systems.
• Strong budgeting, record-keeping, and organizational skills.

Responsibilities

• Oversee daily personnel management for programs and serve as primary contact for administrative matters.
• Oversee recruitment and selection process including screening applications and ranking.
• Coordinate training site rotation and clinic schedules for participants.
• Complete national and hospital surveys and report program data to relevant bodies.
• Develop and implement program evaluation systems and ensure compliance with requirements.
• Monitor accreditation requirements and assist with accreditation documents.
• Supervise support staff and train staff on program procedures.
• Prepare letters and verifications for credentialing and board documentation.

Skills

Budgeting

Record keeping

Project management

Supervisory experience

Interpersonal skills

Verbal and written communication

Stakeholder coordination

Education

Bachelor's degree in business or education or equivalent experience

Tools

Microsoft Office

Databases

Job description

GENERAL SUMMARY OF POSITION:

Under the direction of the Residency Program Director, the Residency Program Administrator II provides operational management of the core residency program including recruitment, on-boarding, orientation, evaluation systems, data management and program accreditation. The Administrator implements and coordinates personnel and regulatory procedures for incoming, continuing and graduating residents.

Responsibilities

MAJOR RESPONSIBILITIES:

• Oversee daily personnel management for programs, as the primary contact for program administrative matters and resource for participants within UMMS, outside affiliated teaching sites and external regulatory agencies. Answer questions, evaluate and resolve minor problems, making referrals as appropriate.
• Oversee the management of the recruitment and selection process including screening of all applications, applicant ranking and submission of resident Rank Order List. Coordinate interview days and meet with applicants.
• Coordinate with designee(s) training site rotation schedules, clinic schedules, electives and other assignments for program participates
• Complete required national and hospital surveys, collating and reporting program and trainee data. Ensure timely participation in various databases and programs including National Resident Matching Program, AMA and AAMC reporting and ACGME data tracking systems. .
• Participate in the development and implementation of program evaluation systems and ensure full compliance with UMMS and ACGME requirements for evaluation of residents, faculty, rotations and the program through a variety of evaluation tools. Provide training and support to participants and faculty. Recommend modifications and improvements to the evaluation system. Retrieve and analyze evaluation data and make recommendations for program improvement.
• Monitor compliance with ACGME requirements. Assist the Program Director with development of accreditation documents and institutional internal reviews and all related program correspondence
• Participate in program committees and is actively involved in strategic planning, curriculum development and program implementation
• Assist in the design and evaluation of program web site and recruitment materials, evaluate effectiveness of materials, recommend improvements, and maintain web site
• Coordinate outside and visiting electives including preparing required documentation and program letters of agreement to ensure compliance with UMMS policies and procedures.
• Manage or delegate management of special events such as orientation, graduation, conferences, grand rounds, guest speakers, and other formal didactic events.
• Supervise support staff including hiring, performance management, workflow and problem resolution. Train staff regarding UMMS programs and resolving problems for participants.
• Prepare letters and verifications for Board eligibility and credentialing and documentation for specialty board certification
• Prepare and monitor operating expense budget. Allocate funds and oversee preparation of appropriate documentation for expenditure of funds. May participate in department budget preparation.
• Perform other duties as required

Qualifications

MINIMUM QUALIFICATIONS

• Bachelor’s degree in business or education or equivalent experience
• 3 years experience in health care or academic setting including supervisory experience
• Knowledge of accreditation requirements for graduate medical education and specialty boards certification preferred
• Proficient use of Microsoft Office (Word, Excel, Outlook, PowerPoint) and databases. Able to quickly learn additional software programs and web-based systems.
• Demonstrated experience in preparing budgets, record keeping skills, and administering management practices
• Demonstrated project management and organizational skills with ability to set priorities, work on multiple projects simultaneously, and delegate tasks
• Excellent interpersonal skills to effectively interact with all levels of personnel both internally and externally
• Excellent verbal and written communication skills