GME Program Administrator- Internal Medicine Ambulatory (Lebanon)

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Organization:

Internal Medicine

Job Summary:

Assists in coordination of activities of the Graduate Medical Education (GME) program including activities such as the recruiting, onboarding, and ensuring compliance of incoming and current residents, assuring program compliance with regulatory standards, and maintaining essential documentation required for program viability. Oversees day-to-day program coordination and functions as a liaison between residents, departments, attending faculty, administration and outside institutions with oversight.

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Department Summary: 

The Division of General Internal Medicine and Public Health is creating a residency designed for ambulatory practice. This role will assist with managing and the new program and work with the leaders of the program to ensure compliance with all relevant organizations.  It will assist in coordination of activities of the Graduate Medical Education (GME) program including activities such as the recruiting, onboarding, and ensuring compliance of incoming and current residents, assuring program compliance with regulatory standards, and maintaining essential documentation required for program viability. It will oversee day-to-day program coordination and functions as a liaison between residents, departments, attending faculty, administration and outside institutions with oversight.

This position will be a hybrid position based out of our VUMC Lebanon Hospital. The residency will be a three year residency program.

Responsibilities include:

• Assists in all aspects of recruitment process.

• Will serve as Workday Supervising manager over the residents and will be responsible for allocation, hiring, and all the workday activities.

• Provides direct administrative coordination and assists with routine responsibilities for Program Leadership.

• Assists with process improvement and academic oversight, including program development, tracking, implementation, and evaluation of the program via data collection and document prep.

• Reconciles monthly program ledgers and assists with budgetary management of the program as needed.

• Assists with maintaining and updating program-specific databases.

• Assists with collection and submission to accrediting bodies and other regulatory agencies.

• Assists with the planning, coordination, and execution of annual events for GME residency or fellowship program.

• Maintains Residency Management Software Program, creates evaluations, and manages working hour logs and reports.

• The responsibilities listed are a general overview of the position and additional duties may be assigned.ties listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• Program Management (Intermediate) - Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.

• Peer Leadership (Intermediate) - The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.

• Financial Processes (Intermediate) - Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

• Quality Management (Intermediate) - Developing a systematic process of checking to see whether a process or service is meeting specific requirements.

• Networking (Intermediate) - Build relationships through industry contacts, professional organizations and individuals.

• Process Improvement (Intermediate) - Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.

• GME Program Administration (Intermediate) Develops and maintains unique knowledge regarding the Accreditation Council for Graduate Medical Education (ACGME) or similar program requirements, policies and procedures that are critical to support the GME program.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members.

Core Capabilities :

Supporting Colleagues:- Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.- Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.- Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services:- Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.- Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.- Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality: - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.- Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.- Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.- Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation:- Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.- Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.- Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

2 years

Education:

Bachelor's

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity.  EOE/Vets/Disabled.