Job Abstract

We pursue our mission by providing and promoting effective health care services and by fostering an integrated system of care in partnership with physicians, other health care providers, and payers. We provide access to a full continuum of care, built upon a core of sophisticated hospital-based services. Supports and oversees the day-to-day operations of the Graduate Medical Education programs across the East Bay market. Oversees and manages team of program supervisors, coordinators and other no... more details

Organization:

ABSMC-Summit Campus

Position Overview:

We pursue our mission by providing and promoting effective health care services and by fostering an integrated system of care in partnership with physicians, other health care providers, and payers. We provide access to a full continuum of care, built upon a core of sophisticated hospital-based services.

Supports and oversees the day-to-day operations of the Graduate Medical Education programs across the East Bay market. Oversees and manages team of program supervisors, coordinators and other non-clinical GME staff across the East Bay market. Supports the development of new Graduate Medical Education programs and is responsible for compliance and maintenance of accreditation for existing programs. Establishes protocols and practices, ensuring compliance with department, affiliate, operating unit, and/or system standards, policies and procedures and applicable laws and regulations. Takes a strategic and tactical approach in identifying best practices and standardizing workflows/processes and developing plans of action to implement changes. Creates and manages capital and operational budgets to achieve financial targets via effective utilization of personnel, resources and supplies. Provides guidance and/or direct intervention in resolving challenging or complex situations.

ACCOUNTABILITIES:

Manages day-to-day operations of the ACGME-accredited residency and fellowship programs in the East Bay market.
Manages program supervisors and coordinators, overseeing all GME activities pertinent to each program.
Trains new program supervisors and coordinators on organizational best practices and processes for GME activities
Provides management support for Program Directors, Associate Program Directors, Core Faculty and residents / fellows.
Collaborates with Program Directors and Associate Program Directors in setting programs’ and short- and long-term goals.
Collaborates with the East Bay GME Physician Champion and Program Directors in designing and implementing specialty specific and general GME faculty development activities and opportunities.
Tracks attendance and leadership of faculty development sessions to provide objective feedback for the Program Directors’ use in evaluating faculty.
Oversees, ensures, and signs off on all programs’ timely creation, submission and implementation of Annual Program Evaluations (APEs)
Aggregates and synthesizes all programs’ APEs as a single submission to the system GME office for use in the Annual Institutional Review, including preparing a written plan of action for the East Bay market, as is required, that delineates specific initiatives to improve performance as well as how to measure/monitor performance.
Oversees, ensures, and signs off on all programs’ timely and accurate Annual Updates via ACGME Web ADS.
Manage, organize, and process files on all current residents/fellows and retains alumna files to provide credentialing information, including fellowship and job opportunity files.
Markets and promotes new and existing programs and services to internal and external students and residents.
Oversees all programs’ recruiting processes, interview schedules, marketing materials and rank order list preparation and submission.
Organizes and coordinates open house events for all programs in the East Bay.
Oversees all programs’ annual specialty-specific orientations in partnership with Program Directors, Associate Program Directors, program supervisors and program coordinators.
Monitors programs’ timely and effective completion of the new resident/fellow onboarding checklist and assists programs as needed.
Oversees and monitors all Visiting Student Learning Opportunities (VSLO), including reviewing the quality of the clinical working environment, submitting annual program updates to the VSLO system and collaborating with the Sutter Health Undergraduate Medical Education department.
Responsible for and monitors all visiting learners at all East Bay market hospitals (i.e., medical students, residents/fellows from a non-Sutter Health institution or program, residents/fellows from a Sutter-affiliated institution or program)
Maintains records of all programs’ current master affiliation agreements (MAAs) and program letters of agreement (PLAs) with all external hospitals and sites where Sutter Health residents/fellows rotate
Manages programs’ budgets across the East Bay market, estimates budgetary requirements for special projects and oversees purchases and inventory.
Authorizes the purchase and implementation of new technology, resources and equipment for East Bay market programs.
Processes program-specific procurements and resident/fellow procurements using their education and travel funds.
Administrators' meetings for all programs’ committees (program evaluation committee, clinical competency committee, etc.)
Updates program-specific policies as needed to be compliant with the system GME office and ACGME.
Participates in the development and interpretation of program polices to ensure compliance with the Sutter Health GME’s and ACGME’s policies and regulatory requirements.
Counsel's residents / fellows on program policies and procedures
Updates programs’ competency-based rotational goals and objectives in alignment with specialty-specific Milestones and distributes to residents, fellows and faculty annually.
Trains all GME staff and residents / faculty on Residency Management Software (New Innovations)
Manages the distribution, tracking, and completion of resident / fellow, faculty and rotation evaluations in New Innovations
Monitors resident/fellow work hours, produces monthly work hour violation report and reports violation(s) and action plan(s) to the system GME office.
Produces and distributes annual rotation schedules and changes, including entering and updating in New Innovations
Works with the system GME office to ensure all programs achieve and maintain compliance with local, state and federal regulatory requirements.
Ensures programs’ satisfaction by analyzing complaints, concerns and suggestions and provides appropriate follow-through.
Ensures resident/fellow satisfaction by analyzing resident/fellow complaints, concerns and suggestions and provides appropriate follow-through to ensure the quality of the program.
Attends to resident/fellow morale and responds to concerns and manages personnel matters associated with residents/fellows.
Produces resident/fellow letters of good standing, letters for specialty boards, mortgages, rent or employment as needed.
Processes and tracks resident/fellow absences both in New Innovations and for board qualification.
Works with system GME office, legal, and Program Director(s) for disciplinary actions and processes.
Manages programs’ special and internal reviews with system GME office.
Responsible for notifying the system GME office of resident / fellow
Attends weekly Academic Affairs huddles, monthly GME Administrative Leadership meetings and bimonthly GME All-Team meetings.
Serves as representative of East Bay market at system Graduate Medical Education Committee meetings for when the GME Market Director is unable to attend.
Engages in life-long learning by taking courses that further professional growth, knowledge, and expertise to enhance program management skills.

SKILLS AND KNOWLEDGE:

Proficiency with multiple software applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar and email.
Deep knowledge of all aspects of clinic processes: assessment, planning, implementation, and evaluation.
Considerable knowledge of modern organizational and planning techniques used to manage assigned areas.
Knowledge of federal, state, and local laws, ordinances, rules, and regulations as it applies to residency programs, such as the Accreditation Council for Graduate Medical Education (ACGME) requirements, National Residency Matching Program (NRMP), American Board of Medical Specialties (ABMS) and California Medical Board (CMB).
Demonstrated leadership skills, including team building, and coaching/mentoring with the ability to motivate and engage others.
Verbal and written communication, and interpersonal skills.
Ability to handle difficult circumstances and make sound business decisions with little direction.
Organizational and time management skills, with the ability to prioritize multiple projects while delivering quality service and achieving business results.

Job Description:

EDUCATION:
Equivalent experience will be accepted in lieu of the required degree or diploma.

Bachelor's: Business Administration, Healthcare or related field

TYPICAL EXPERIENCE:

8 years of recent relevant experience.

Job Shift:

Days

Schedule:

Full Time

Shift Hours:

8

Days of the Week:

Monday - Friday

Weekend Requirements:

None

Benefits:

Yes

Unions:

No

Position Status:

Exempt

Weekly Hours:

40

Employee Status:

Regular

Number of Openings:

1

Sutter Health is an equal opportunity employer EOE/M/F/Disability/Veterans.

Pay Range is $48.84 to $73.27 / hour

Qualified applicants with arrest and conviction records will be considered for employment. Applicants for specific positions are still required to disclose certain convictions during the application process, and those convictions may also be considered in determining eligibility for employment in accordance with applicable law.

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