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Job Description: GME Administrative Support Person

I. Desired Qualifications of a Program Administrator

A. Training

1. Bachelor’s degree (e.g. management or social sciences) or
2. Three years of office management experience, or equivalent experience in administration and office management in an academic health care setting.

B. Skills

1. Communication
   Verbal (recruitment, orientation, supervision)
   Written (brochures, policy manual, minutes, memos, newsletters, letters of recommendation, documentation for ABMS and ACGME site visits)
2. Technical (computer literacy-NRMP, RRC-CAAR, schedules, surveys)
3. Problem-solving and decision-making skills
4. Ability to supervise office staff
5. Organizational expertise and attention to detail
6. Professionalism in dealing with confidential information
7. Employee and applicant evaluation skills
8. Management and fiscal control of house staff budget
9. Development of office management systems, including curricular scheduling

C. Typical Duties of a Program Administrator

The program administrator is responsible for the following duties in most programs, although specific responsibilities may be assumed by the offices of the department chair, the director of medical education or the hospital administrator.

1. Accreditation - thoroughly review ACGME General and Special Requirements. Assist the program director with preparation of data forms and narrative description for accreditation review.
2. Brochures - write, edit and revise training program brochure. Distribute to medical schools annually.
3. Budget - assist in the development and monitoring of residency program budgets. Assist in proposal of new resident positions to administration.
4. Certification - dissemination of Board information relative to policies and documentation required for certification; track and insure compliance with procedural documentation requirements.
5. Committee Work - act as staff liaison on various education committees: agenda setting, minutes, background review, correspondence and implementation of committee decisions.
6. Director of House Staff - supervise preparation and updating of house staff directory; names, addresses, telephone and photographs of residents in training.
7. Evaluation System - maintain and refine evaluation system including grade sheets, clinical evaluation exercises, and resident files. Maintain and review probation guidelines and termination procedure. Complete tracking forms for ABIM on all residents.
8. Faculty Feedback - maintain system for soliciting and receiving resident evaluations of faculty and providing feedback to faculty on their teaching skills.
9. Liaison between residents and attending staff.
10. NRMP - coordinate review of applicants by selection committee. Prepare and submit rank order list to NRMP in timely fashion.
11. Office Management - interview, and supervise office personnel. Maintain personnel records, including inquiries on alumni and graduates of the training program. Plan and supervise office computerization and information management.
12. Orientation - prepare orientation manual. Organize orientation session for new residents.
13. Policy Implementation - notify residents of guidelines, changes and regulations. Clarify vacation, leave of absence, trip and all other personnel policy questions.
14. Procedure Log - develop a suitable procedure log, and maintain central file of numbers and types of procedures performed by residents.
15. Recruitment and Interviews - assist in the development of recruitment strategy. Handle all correspondence from candidates. Schedule interviews, tours, lodging, and meals. Screen applicants based on program director’s guidelines. Maintain applicant file.
16. Scheduling - coordinate resident assignments to various rotations, including leave schedules and exit interviews. Provide coverage for vacation, illness, leave of absence. Integrate residents from other departments into schedule. Prepare a monthly call schedule with chief resident, and distribute. Publicize rotations and schedules through hospital director. Develop clinic schedules.
17. Visa and Licensure-assist residents in obtaining and maintaining visa and licensure. Answer inquiries regarding former residents who are applying for medical staff privileges after leaving the program.

D. Other Possible Duties of the Program Administrator

1. Life Support Course Coordinator - schedule basic and advance life support courses as needed to maintain resident certification.
2. Advisors Program - develop and maintain a faculty advisor program for review of evaluations, career planning and research mentoring.
3. Alumni - maintain updated list of graduates, and statistics on residents’ fellowship experience and practice location. Survey alumni periodically.
4. Contracts and Benefits - assist in preparation of contracts for new house officers. Coordinate malpractice insurance, on-call facilities, parking, lab coats, pagers, maternity/paternity leave, keys name tags, mail, on-call meals, etc.
5. Examination Coordination - proctor Board certifying examinations, and in-training examinations.
6. National Meetings - represent program at local and national medical education conferences.
7. Newsletter - publish a house staff newsletter to publicize areas of current development in the program and/or hospital.
8. Opportunity File - maintain and update fellowship and job opportunity file for residents. Assist in preparation of letters of recommendation.
9. Program Evaluation - collect and analyze data to advise program director on long-range planning needs. Assist program director in systematic review of teaching programs, peer review, and quality assurance activities.
10. Social Activities - organize new resident reception, annual awards banquet, and various social activities for house staff. Arrange for annual group photograph.
11. Coordinate fellowship matches.
12. Surveys and Data Collection - maintain statistics for JCAHO and AAMC surveys and ACGME director of residency programs.
13. Other duties as assigned by the Program Director.

Approved by the GME Review Board on March 23, 1999
Approved by the Hospital Executive Board on April 21, 1999