Residency Program Manager

WVU Medicine Berkeley and Jefferson Medical Centers; Martinsburg (WV); On-site; USD 55,000 - 85,000; Full time

Job summary

BMC Berkeley Medical Center in Martinsburg, WV seeks an experienced Administrative Manager for its Internal Medicine Residency Program. You will lead daily residency operations under leadership guidance and serve as the primary liaison among residents, faculty, central GME, and affiliating sites.

Responsibilities include supervising administrative and professional duties, ensuring ACGME compliance, onboarding new residents, budgeting, and maintaining evaluation and credentialing processes to

Qualifications

• Bachelor’s degree required; experience in GME admin preferred.
• ACGME/Common Program requirements knowledge is essential.
• Proven ability to manage regulatory processes and maintain accreditation.

Responsibilities

• Oversee educational and regulatory instructions for residents and faculty using required software.
• Coordinate hiring, background checks, credentialing and onboarding for new residents.
• Manage contracts, residency agreements, and required training certifications annually.
• Monitor budgets and CMS budget controls to optimize residency funding.
• Ensure compliance with all federal, state, and accrediting bodies such as ACGME and related organizations.
• Schedule resident rotations, calls, and clinics to meet governing body requirements.

Skills

Regulatory compliance

ACGME knowledge

Education software

Leadership

Communication

Education

Bachelor’s degree

High school diploma + 5 years GME experience

Tools

E-Value

ERAS

Credentialing systems

Job description

This position, under the guidance of leadership, is responsible for managing the daily administrative activities of the residency program; Regulatory compliance with the ACGME Common Program and Specialty Specific National Standards to maintain accreditation which without would be unable to continue training residents in that specialty. In addition, this position is responsible for the direct supervision of the administrative and professional responsibilities of the resident physician for the program by providing leadership and direction to the residents-in-training on a daily basis, and serves as the primary liaison between leadership, Residents, Program Faculty, Central GME office, national and state organizations and affiliated teaching sites concerning residency oversight.

Minimum Qualifications

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• Bachelor’s degree

OR High school diploma or equivalent AND five (5) years of Graduate Medical Education Program Coordinator/Program Manager experience.

Preferred Qualifications

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• Bachelor’s degree.

Experience

• ACGME approved residency program in an administrative capacity or medical/clinical/education experience.

CORE DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

• Provides educational and regulatory instruction to residents, faculty, staff, etc. for utilizing programs necessary to educational processes, such as E-Value for duty hour and portfolios, ACGME for case log reporting, ERAS for recruitment, and other specialty specific educational software.
• Educates other departments and institutions regarding resident requirements when completing an off-service or off-site rotation to ensure educational credit for the rotation.
• Coordinates hiring process for incoming residents, including coordination and selection in interview process, assuring completion of required processes including background checks, credentialing, visa applications, benefit reviews, required training certifications and completing exit interviews.
• Executes all required paperwork and processes from employment of resident to termination of the program, including offer letters, and training verification forms
• Review financial budgets, expectations and needs for the Educational Division, including analysis of resident data and completes semi-annual CMS Budget Control Sheets appropriately to maximize federal funding for residency training
• Approves meeting/conference requests, verifies financial funding for expenses, submits necessary registration forms, makes necessary reservations, and initiates reimbursement payments for resident expenses
• Serves as the primary individual responsible for onboarding and orientation activities of new residents. Collaboration with clinical areas, medical staff affairs, information technologies, education and training and other appropriate entities to ensure a timely and efficient onboarding experience for all new residents.
• Assists in development of all resident schedules monthly that allow the program to maintain compliance with all regulatory agencies
• Initiates and maintains data base information for specialty boards and specialty societies to assure that residents are properly registered and eligible to obtain needed credentials and certifications upon program completion.
• Initiates appropriate Request for Contract and Residency Agreement for each resident yearly, secure contracts from Hospital and State, obtain necessary signatures and appropriately file contracts as per HR requirements
• Provide oversight for all resident schedules, including Rotation, Call, Clinic, etc., to ensure that all governing body requirements are met.
• Provides supervision of resident’s ongoing governing body requirements including Institutional CBL’s; ACGME Statistical Entry; Employee Health Immunizations; ACGME Duty Hours; Institutional Bylaws, Rules and Regulations and Credentialing Policies; Required medical certifications that meets the standards established by each specific specialty.
• Ensures program compliance and adherence to Federal, State and other Regulatory bodies such as ACGME Federation of State Medical Boards, American Medical Association, Education Council of Foreign Medical Graduates, American Board of Medical Specialties, etc.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit for extended periods of time.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Standard office environment.

Skills And Abilities

• The ability to function independently and know when to elevate issues to achieve and maintain high levels of successful project completion.
• Excellent communication skills including the ability to keep complex, confidential information secured.
• Excellent organizational skills.
• Possess computer and software skills.

Additional Job Description

Scheduled Weekly Hours:

40

Exempt/Non-Exempt

Shift:

United States of America (Exempt)

Company

BMC Berkeley Medical Center

Cost Center

8762 UHAE Internal Medicine Residency

Address

2500 Foundation Way

Martinsburg

West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.