As a Program Manager you will demonstrate accountability for the management of recruitment and retention processes, orientation of new residents and re-orientation of existing residents. To help achieve our mission, you will develop informational material and take ownership for managing biographical confidential records. Your ability to maintain the Residency Program's accreditation status and maintain compliance with Inova Health System's Graduate Medical Education Program's mission/policies is of vital importance. Your ownership of the management and prioritization of daily operations within the residency program (i.e. logistics, evaluations, supplies, reports, etc.) and representing the Program Director is required.

Job Responsibilities

• Manages applications through Electronic Residency Application Service (ERAS), posts positions, interviews applicants and faculty, tracks scores and letters of interviewees, assists with ranking candidates, reports to the National Residency Matching Program (NRMP) or Central Application Services for Podiatric Residencies/Centralized Residency Interview Program (CASPR/CRIP). Recommends changes to improve next year's recruitment activities.
• Manages department specific orientation for new residents and re-orientation for program and affiliated residents. Schedules institutional orientations. Organizes/distributes information on policies, benefits, computer accounts, scrubs, pagers, voice mail, mail boxes, parking, tour, all schedules and meal tickets. Assist and/or manage surgery specialty bootcamp annually.
• Develops informational material such as resource/residency manuals, resident handbooks, recruitment brochures, websites, faculty/residency rosters, conference flyers and newsletters.
• Securely controls biographical information such as evaluations, CVs, ERAS, licenses, Education Council on Foreign Medical Graduates (ECFMG) certificates, leave time, training certificates, examination scores, manuscripts, ACLS/BLS, attendance records, insurance liability, composites, Accreditation Council for Graduate Medical Education (ACGME) and/or Podiatry Residency Resource (PRR) case logs.
• Manages, with key leadership, collaboration on the preparations for accreditation site visits for the Residency Program. Ensures the detailed and timely compilation of data for surveys, questionnaires, census reports and accreditation reports such as Program Information Form (PIF) and other forms/documents required by internal and external agencies. Collects necessary information for developing appropriate database analysis tools to meet current requirements.
• Manages the maintenance of current accreditation guidelines. Maintains compliance and updates knowledge of current accreditation requirements for program as well as institutions and evidence that program is meeting curriculum requirements and residency objectives.
• Attends Inova Health System's Fairfax Hospital Graduate Medical Education (GME) committee meetings and Undergraduate Medical Education (UME) committee meetings and other assigned committees. Monitors/enforces institutional requirements, maintains current competency on program requirements and monitors/prepares resident hours.
• Functions as a Liaison between the residents, the office of GME, other departments and the Program Director.
• Conducts elective and outside rotation management to include documenting current affiliation agreements, memorandums of understanding, malpractice coverage, licensure, evaluation, accreditation status of site and completion of training. Manage participating site request changes with the ACGME RC Committee in a timely fashion.
• Provides support to new and current Residency Program Coordinators.
• Maintains records, participate in annual budget reviews, initiates budget projections, documents variances, manages P-Card travel authorizations, arrangements, reimbursements and equipment purchases. Assists with payroll issues. Resolves administrative and logistical problems with collaboration from appropriate parties such as Program Directors, Residents, affiliation institutions, Residency Coordinators, faculty, hospital staff and management. Management of resident’s time cards. Overseas residency travel expenses and educational stipend expenses.
• Distributes and collects evaluations for Residents, Medical Students, faculty, rotations, conferences and hospital staff. Compiles responses and assists with semi-annual reviews by generating feedback for appropriate follow-up and reporting.
• Maintains equipment, supplies, pagers and physicians' coats. Purchases and maintains audio/visual equipment, simulators and other items required for the program.
• Maintains learning materials including books, journals, computers, CD-ROMs and other audio/visual materials.
• Provides career resources, closes accounts/pagers/medical records and collects feedback. Manages Physician Recruitment requests and residency tracking queries.
• Organizes interviews, social activities, graduation ceremonies, dinners, retreats, awards and other department/residency program events.
• Prepares correspondences such as post-interview "thank you" cards, reference/verification letters and loan deferment forms. Manages documents on web server. Manages email and fax accounts, group emails and distribution of information/materials.
• Reserves conference rooms and audio/visual equipment. Sets up conference rooms and facilitates catering requests.
• Attends one professional development conference per year to maintain current competency in ACGME, residency program requirements and to be informed on academic trends.
• Maintain records of Neurologist / Neurosurgeons faculty scholarly activity to comply with UME and GME requirements
• Develop informational material for UVA School of Medicine (SoM) Neurology Clerkship, such as website, orientation slides, clerkship schedule/lectures, flyers for Career Nights, etc.
• Assist with onboarding visiting residents, such as: epic access, synapse, remote access, computer access, resident evaluations
• Monitor residency social media platform
• Organize department wellness activities
• Manage Program Director’s residency calendar (residency meetings, interviews, committees, review of Medhub data)
• Monitor resident duty hours, attendance, vacation and report to GME office of any changes
• Prepare minutes for Clinical Competency Committee (CCC) Meeting and Faculty Development meetings
• Manages the Neurosciences Department Observership program and oversea compliance of the Inova Clinical Observership Policy
• Assist physicians in the Neurosciences Department retrieve faculty appointments with the UVA SoM
• Assist in orienting UVA students to the Neurology rotation and assist in orienting new residents to the department
• Work collaboratively with coordinators in Charlottesville to ensure comparability in delivery of curriculum across both campuses
• Provide daily on-site logistical support including reserving didactic space, scheduling meeting on Zoom, collecting paperwork from students and faculty, and providing assistance as needed
• Maintain and track UVA students grades via Oasis and assure required clinical encounters are completed via VMED.
• Works in conjunction with GME leadership team to create/update affiliation agreements, aggregate agreements, assist program directors with departmental program letters of agreement between multiple institutions/departments and address legal/financial responsibilities related to residents, rotators and medical students.
• Supports the general administrative functions of a wide variety of academic and administrative duties for the Neuroscience Education Program such as CME Tracking and assist with event logistics for CME educational activities. Educational formats include live conferences and seminars, enduring materials (web-based), ongoing series and other hybrid activities that meet the needs of physicians and other healthcare professionals.
  

Additional Requirements

Fulltime

Bachelors Degree

3 years experience in developing, implementing, coordinating or managing health programs.