Education Program Manager - ONC Radiation Oncology

Department:

SOM KC Radiation Oncology

-----

Radiation Oncology

Position Title:

Education Program Manager - ONC Radiation Oncology

Job Family Group:

Professional Staff

Job Description Summary:

Assist in the administration of Department Education and Grant programs. Education Program Manager (EPM) assures programs for the education of residents fellows and/or visiting students are properly organized well-coordinated effective monitored and in compliance with requirements set by KUMCs GME office and by accrediting agencies such as the ACGME and CAMPEP. Recruit new residents and/or fellows. Supports rotating medical students residents and/or fellows in the program. Provides administrative functions for the unit that may include accreditation scheduling meetings organizing day-to-day activities coordinating with grant partners organizing education related events recording information for reporting and tracking and troubleshooting problems. The EPM also directs annual Radiation Oncology mock orals that includes organizing the function as well as recruiting physician examiners and managing the financial and operations aspects of the program. Medical student outreach is managed by the EPM and quarterly newsletters are developed and disseminated. EPM will manage the administrative process of the Radiation Oncology Grants and Contracts.

The EPM works with the Chairman Residency Program Directors and Medical Clerkship Director to plan organize direct and lead all initiatives related to education in the Department of Radiation Oncology. Scope of responsibility encompasses all settings throughout the Department. Flexibility and adaptability are critical skills for success. The EPM will develop an intimate familiarity with the key elements of the departmental strategic plan with respect to the educational and grant missions. The EPM has a detailed understanding and can skillfully use the techniques of system design re-engineering project management quality improvement outcomes measurement and statistical analysis. The EPM is responsible for administrative conformance to regulatory requirements contractual obligations and departmental policy.

Job Description:

Key Roles and Responsibilities:

• Supports the accomplishment of departmental strategic plans that achieve high impact and significant improvements in organizational performance with respect to education.

• Provides project management high-level data analysis and measurement of outcomes and reports the results and accomplishments of educational initiatives.

• Manage the daily operational requirements of training programs and implement relevant program policies and procedures. Maintains a high level of compliance with the GME policy and procedures and the Residency Review Committees ACGME requirements and timelines as well as the CAMPEP requirements for the physics residency and certificate program.

• Has input and impact on budgeting controlling expenditures planning scheduling and procedural change in order to achieve and maintain an efficient cost-effective program.

• Coordinate the educational functions of the program including the timely dissemination of information and documentation which is necessary for the efficient operation of all radiation oncology training programs

• Develops performance improvement targets for quality service and efficiency of the organization. Provides leadership for implementing changes targeted at systems improvement. Measures and evaluates attainment of results with accountability for specific objectives. Assists Program Directors and staffs in the Program Education Committee Clinical Competency Committee and Steering Committee.

• Analyzes develops and implements improvement activities to increase compliance rates as measured by nationally standardized benchmarks and definitions.

• Track rotation information regarding performance of residents and fellows in all designated training sites including attainment of performance needed for promotion and identification of competence for completion of training by milestones develops a high level of competence with the MedHub residency management system and Typhon system to include schedules evaluations conference and delivery of goals and objectives.

• Facilitate timely completion and documentation of required evaluations of residents fellows faculty and the program and ensure the data is made available.

• Assist with planning departmental annual events including orientation graduation faculty retreats as well as various meetings and program-related events.

• Develop in consultation with the Program Director the rotation and teaching conference schedules and track conference attendance and evaluations.

• Compose correspondence and memoranda; prepare graphs tables and manuscripts; prepare reports and presentation materials for required program meetings.

• Maintain various required residency and fellowship databases.

• Develop and maintain the yearly schedule of activities for each program.

• Participate in counseling current and incoming fellows on such issues as scheduling specific rotation requirements annual and sick leave benefits policy and procedures.

• Organize invitations and itineraries for all visitors to the department including scholars professors and students.

• Maintain educational programs website and social media accounts for the widespread dissemination of academic information.

• Arrange for morale-building extracurricular activities that are part of the training program.

• Support for accreditation of training programs by the American Board of Radiology.

• Ensures that the departments educational/training program(s) are in compliance with ACGME and CAMPEP guidelines. Prepares documentation and recommendations to ensure favorable judgments on audits re-accreditation and re-certification criteria.

• Implements new regulations and develops procedures and new systems as needed to ensure compliance with federal policies rules & regulations.

• Work with trainees to develop high-level quality assurance initiatives for process improvement and provide project support Assists in the coordination of Continuing Medical Education programs.

• Coordinates the administrative functions of the National Residency Match program to manage the annual recruitment process.

• Demonstrates problem solving leadership conflict management and team building skills in order to ensure a productive work environment and achievement of goals.

• Direct the annual Radiation Oncology mock orals that includes organizing the function as well as recruiting physician examiners and managing the financial and operations aspects of the program.

• Supports rotating medical students and manages medical student outreach by the EPM and quarterly newsletters are developed and disseminated.

• Organize the day-to-day activities coordinating with grant partners organizing education related events.

• Recruit new residents and/or fellows.

• Interact with multiple staff including colleagues in research administration administrative assistants study coordinators and central offices such as Sponsored Programs Office of Research and Sponsored Projects the Clinical Trial Office etc.

• Interpret and ensure ethical adherence to University federal and other sponsor policies.

• Prepare monthly financial reports with revenues encumbrances and projected balances.

• Provide faculty portfolio analysis and advise faculty on best practices for Pre Award Post-Award management and Contracting.

• Compile financial information to process transactions such as budget allocations appointment change requests.

• Understand revenue payment types project grant revenue allocation and managing revenue at grant close-out.

• Assist faculty with proposal solicitations programmatic progress reports.

• Monitor personnel project effort following university and sponsor policies.

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job not an exhaustive list of all possible job responsibilities tasks duties and assignments. Furthermore job duties responsibilities and activities may change at any time with or without notice.

Required Qualifications

Education: Bachelors degree in related may be substituted for experience on a year for year basis. Experience used to substitute education is in addition to any required work experience.

Work Experience:

• 2 years of work experience in education and/or healthcare.

• Experience with project management tools/software to manage multiple demands and achieving results along with basic tools of continuous improvement work process redesign or reengineering.

• Experience utilizing both descriptive statistics and a comprehensive understanding of the appropriate applications of interpretive statistics.

• Computer experience with MS Word spreadsheets and database software.

• Excellent communication as evidenced by application materials.

Preferred Qualifications

Education: Masters degree in education healthcare management or management. Education may be substituted for experience on a year for year basis. Experience used to substitute education is in addition to any required work experience.

Work Experience:

• Specific healthcare work experience in education quality improvement systems design or project management.

Skills:

• Analytical reasoning interprets and evaluates complex information while identifying patterns and essential issues.

• Excellent presentation skills

Required Documents:

• Resume/CV

• Cover letter

Comprehensive Benefits Package: