1. Management of the Radiation Oncology Clinical Residency Program Manage administrative responsibilities of the department's residency program, working closely with the program manager and directors, as well as program personnel to ensure compliance with institutional and graduate medical educational (GME) policies and procedures and residency accrediting body (ACGME) requirements. Requires up-to-date working knowledge of academic radiation oncology education, training, and accreditation, as we... more details
The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.
To plan, coordinate, and implement Radiation Oncology’s educational programs, initiatives, and courses, including the clinical graduate medical education (GME) residency, the continuing medical education (CME) programs, Divisional Grand Rounds, and the pediatrics training course.To manage administrative responsibilities and quality improvement activities for the department’s education and training.To assess for areas of improvement in program administrative processes.To evaluate the research education and clinical learning environment.To provide recommendations to the program manager and directors.To provide administrative support to the residents.Impacts the equitable clinical education for all radiation oncology trainees, the development of detailed clinical objectives, institutional and national compliance, implementation of policies, and program quality improvement.
KEY FUNCTIONS:
1.Management of the Radiation Oncology Clinical Residency Program
Manage administrative responsibilities of the department’s residency program, working closely with the program manager and directors, as well as program personnel to ensure compliance with institutional and graduate medical educational (GME) policies and procedures and residency accrediting body (ACGME) requirements.Requires up-to-date working knowledge of academic radiation oncology education, training, and accreditation, as well as policies and procedures for GME programs.Required to maintain expert-level working knowledge of curriculum, assessment and evaluations, program quality improvement, and process improvement to provide recommendations to the program manager and directors, residents, fellows, and associate coordinators.
·Maintains clinical objectives and assignments for all radiation oncology rotations
·Develops and distributes clinical rotation schedules and maintains individual trainee and master clinical education records
·Maintains and reviews efficacy of the evaluation process to ensure reliable assessment of the six ACGME core competencies: patient care and procedure skills, medical knowledge, professionalism, interpersonal and communication skills, system-based practice, and practice-based learning and improvement; the Radiation Oncology training programs; faculty; and the service experiences.
·Conducts ongoing review of attendance and reports findings to appropriate committees and program directors
·Manages assessments to maintain records of clinical competencies and progression of milestones
·Manages implementation of trainee semi-annual evaluations and associated reporting
·Oversees daily administrative operations of the Advanced Radiation Oncology Fellowship
·Ensures compliance with institution’s educational policies and adherence to the ACGME program requirements
·Ensures accurate and timely reporting as required by accreditation council and specialty board
·Serves as coordinator member of the Program Evaluation Committee
·Drafts presentations, meeting minutes, agendas for program meetings
·Researches best practices and current trends in graduate medical education and training
·Attends and participates in program committee meetings
·Represents the radiation oncology educational programs to internal and external entities
·Coordinates efforts related to the National Residency Match Program (NRMP), resident recruitment, including the automated application process and the management system (ERAS database), compiling applications, coordinating committee review meetings and interview day details; interfacing with hotel and food vendors to facilitate contractual agreement process
·Maintains program archives for each program and documentation of associated program activities
·Coordinates all aspects of new trainee orientation and onboarding
·Assists division faculty to implement all aspects of the program’s annual courses: statistics, radiation physics, radiobiology, pediatrics, and visiting professor program, including scheduling, venue procurement, catering, attendance documentation; process honoraria, reimbursements and arrange hotel and travel for VPs
·Verifications for program graduates
·Coordinates and maintains the educational curriculum; statistical data for the program director faculty evaluation; program brochure, handbook, and progress reports.
·Confirms and documents board certification and scholarly activity of trainees, program directors, and supporting program faculty
·Acts as an educational resource to internal and external departments/divisions and institutions.
·Coordinates, tracks, and maintains rosters of rotating trainees and provides routine updates to program manager, directors and administration
·Provides both routine and ad hoc reporting on clinical rotation training
·Provide routine, various administrative support services to approximately 29 trainees (interns, residents, and fellows), including but not limited to:
oPrepare travel arrangements and expense reimbursement using Concur travel management software
oDevelop and maintain electronic conference support requisition system
oPrepare and process purchase requisitions
·Coordinates all aspects of program’s social events and ceremonies, including new trainee welcome dinner, annual graduation banquet, candidate receptions, periodic gatherings with faculty
·Coordinates evaluations of program, faculty, and trainees.Requires extensive working knowledge of New Innovations Residency Management Suite software; assist program manager with the development, implementation and maintenance of assessment tools to document core competencies as required by accreditation council’s program requirements
2.Management of Continuing Medical Education in Radiation Oncology
Manage administrative responsibilities of the department’s continuing medical education (CME) programs, including grand rounds and planning clinic, working closely with the program manager, directors, residents, as well as program personnel in and out of the department to ensure compliance with institutional policies and procedures.Responsible for administrating annual self-assessment module (SAM) CME sessions for faculty American Board of Radiation (ABR) maintenance of certification (MOC) program.Required to maintain working knowledge of CME requirements to ensure adherence to ABR MOC program.Required to evaluate annually the curriculum and assessments, program quality improvement, and process improvement, and to provide recommendations to the program manager and directors, residents, fellows, and associate coordinators.
·Plans, implements, tracks, and reports faculty CME Self-Assessment Modules (SAMs) for American Board of Radiology (ABR) Maintenance of Certification (MOC) program.
·Proficiency with Qualtrics to develop surveys for SAMs and other program evaluation needs
·Manages the annual curriculum for radiation oncology planning clinic and grand rounds
·Coordinates venue procurement and catering for CME program sessions
·Extends invitations to visiting faculty for grand rounds
·Reports assessment data to program manager and directors
·Implements changes to program based on assessments and evaluations of activities
·Manages the annual evaluation of ongoing programs
·Manages applications for new CME activities
·Collaborates with the CME office coordinator to ensure timely submission of attendance record and associated documents
·Manages reporting and processing issues
3.Management of Education Proposals and Grants and Financial Management
Project program needs in reference to budget and ensure budget and needs align with sponsor and institutional guidelines.Manage the administrative responsibilities of the curriculum, research training, recruitment, onboarding and exit/clearance of trainees.Gather and report data for interval progress reporting.Assessment of program goals and compliance. Ensures timely training and reporting requirements within the parameters specified by the grant and NIH, department, division, and institution. Responsible for tracking grants and various funding sources for residents within the training program.
·Track educational funding and grant information
·Manages fellowship, processing of applications, including recruitment, onboarding and orientation
·Manages program reporting to the NIH, including annual progress reports of education program, budget expense reporting, trainee research activities and effort
·Manages the day-to-day responsibilities of the residency
·Collaborates with the Office of Sponsored Programs and/or the Development Office and outside funding entities to ensure compliance
4.Education Contracts Management
Responsible for collaborating with outside residents, fellows, and medical students and associated program coordinators and program directors to ensure timely appointment processing and contract execution. Manages collection of information; curriculum; drafts specific goals and objectives for each elective rotation; assesses and reports evaluation data; collaborates with faculty to develop rotation schedule for each visiting resident, fellow.
·Coordinates the execution and maintenance of education contracts with the Office of Academic and Visa Administration (AVA), program directors, and affiliated schools/programs
·Updates program directors/manager on pending contract termination and renewal
·Tracks resident/student rotations to ensure contractual compliance
·Ushers educational contracts and associated grant agreements, including proposals through respective offices, Legal, Office of Sponsored Programs, Development, Academic & Visa Administration, etc.
5.HR Administration/Trainee Processing
·Coordinates with collaborating departments and faculty to reappoint trainees; ensures reappointments are completed in a timely manner to ensure no break in service for trainees
·Works with AVA to obtain letters of completion and diplomas for residents and fellows
·Acts as timekeeper using the KRONOS system for accurate tracking of trainee leave
·Requires thorough understanding of KRONOS timekeeping system, as well as institutional, and program payroll and leave policies and procedures
·Maintains graduate information and alumni distribution list
6.Visa Administration
·Acts as department liaison with AVA to coordinate submission of requisite visa documents to AVA.
·Oversees and coordinates H-1B submissions for incoming residents and ushers the required documents through the department process.
·Responsible for preparing the associated visa forms required of the department for the various visa types
7.Communication/Integration Management
Demonstrates effective communication and strong interpersonal skills essential toward the success of the radiation oncology educational programs; maintains direct communication with vendors, program directors, program manager, faculty, administration, and other program staff in and outside of MD Anderson
Establishes and maintains an open line of communication with confidence with existing trainees
Maintains open communication with candidates throughout the recruitment, application, interview, and selection process
Updates the educational programs’ website content as appropriate
Participatesin department and program activities
8.Information Technology Responsibilities
Enhance and maintain skillsets required to develop, implement,and utilize computer-based documentation and reporting tools to include the programs’ internal and external websites, program’s Sharepoint site, and efficient methods of documenting accreditation requirements.Requires knowledge and practical application of intermediate to advanced Microsoft Word, Excel, Visio and Powerpoint software. Requires practical application of advanced use of the residency management suite, New Innovations for block schedules, attendance, evaluations, reporting, etc.Requires working knowledge and application of Qualtrics for survey development and reporting.
9.Other duties as assigned.
Education Required: Bachelor's degree.
Preferred: Master’s degree in Education, Business, Healthcare Administration, or related field.May substitute required education with additional years of equivalent experience on a one-to-one basis.
Experience Required: Three years of related experience to include experience coordinating a residency or fellowship training program. May substitute education for additional years of experience on a one-to-one basis.
Preferred:At least six years of professional experience in graduate medical education (GME) and direct experience in the administration of continuing medical education (CME). At least six years of project/program management experience and eligibility for TAGME certification.In addition to required, solid visa administrative experience and technical expertise in use of GME, UME and CME applications (New Innovations, Qualtrics, and SLATE).
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
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