Residency Program Specialist II

The Department of OB/GYN at Macon & Joan Brock Virginia Health Sciences at Old Dominion University is seeking a Residency Program Specialist II to join the team.

The Residency Program Specialist II position is responsible for coordinating and managing the day-to-day administrative operations of the residency training program. This role supports the Program Director faculty and residents while ensuring compliance with accreditation standards set by the Accreditation Council for Graduate Medical Education and institutional policies.

The Residency Program Specialist serves as the primary administrative contact for residents faculty institutional GME offices and external organizations.

Appointments and Credentialing

• Manage appointment process for incoming trainee in coordination with appointment and credentialing processes in the Office of Graduate Medical Education
• Establish and ensure compliance with program-specific credentialing requirements (e.g. ACLS PALS simulation training)
• In conjunction with the Office of Graduate Medical Education ensure compliance with all incoming resident orientation requirements registration and licensure processes
• In conjunction with the Office of Graduate Medical Education and EVMS Human Resources field questions regarding visas
• Assist the PD in completion of the EVMS Verification Forms final evaluation letters and ensure those documents are forwarded to the Office of Graduate Medical Education
• Manage trainee exit process following the Office of Graduate Medical Education processes
• In conjunction with the Office of Graduate Medical Education submit data for completion of training and other certificates

Data Base Management - Internal

• Manage all aspects of New Innovations Residency Suite to include scheduling duty hours procedure logs etc.
• Manage the ACGME ADS to include annual updates of program enhancement or corrective actions related to ACGME identified concerns or citations
• Be aware of and oversee data collection for required ACGME accreditation reports including the updating of faculty curriculum vitae on an annual basis
• Oversee completion of requirements for the Well-Being Index

Data Base Management External

• Manage specialty required procedure logger
• Manage specialty required data bases
• Manage GME Track National Residency Matching Program (NRMP) and other external data bases
• Be aware of and manage any data collection and reporting for certifying examinations

Educational and Curriculum Development

• Actively participate in development of competency-based goals/objectives
• Schedule and coordinate of teaching conferences
• Distribution of schedules for didactic and clinical conferences
• Staff and actively participate in the Program Education Committee meetings
• Staff and actively participate in the Annual Program Evaluation Committee meetings
• Staff and actively participate in the Program Self-Study process
• Develop curriculum documents

Evaluation

• Assist PD in the development of program evaluations measuring trainee and faculty performance content of educational assignments and the program overall
• Administer the evaluation process through New Innovations Residency Suites
• Ensure evaluations are competency based and are returned within a defined time period from the end of the educational assignment or other designated due date
• Identify and execute methodologies to ensure timely return of evaluations from off service supervisors and from individuals providing 360-degree evaluations
• Coordinate feedback to faculty
• Ensure completion of annual program evaluations by the trainees
• Staff and actively participate in the Clinical Competency Committee meetings
• Summarize and provide trainee evaluation summaries to the Clinical Competency Committee
• Enter Clinical Competency Committee milestone evaluation results into ACGME Accreditation System
• Summarize and provide program evaluation summaries to the Program Education Committee
• Coordinate trainee semi-annual reviews
• Assist the PD in the APE process

Faculty Affairs and Development

• In collaboration with the PD and in compliance with the ACGME or other accrediting body requirements oversee the planning and implementation of required faculty development activities including development of tools to educate faculty on the ACGME core competencies and ensuring faculty include the competencies in teaching sessions
• Train faculty on programs evaluation methods and system to help ensure consistency and fairness across evaluators
• Track and document faculty attendance at professional development activities
• Ensure program faculty have required credentials and that the CVs are logged into the ACGME ADS
• Annually update faculty CVs and revise information in the ACGME ADS

Program Accreditation and Compliance

• Develop working knowledge of the ACGME policies procedures including the ACGME Common Program Requirements as well as Specialty-Specific requirements; or other accrediting body requirements
• Assist in the development of program policies to meet accreditation requirements
• Maintain all essential documents to substantiate compliance with requirements
• Ensure intern/resident/fellow compliance with New Innovations Residency Suite Duty Hour reporting
• Assist the PD with the Annual Program Evaluation (APE) and update the document as responses to concerns are conducted.
• Report activities taken to address accreditation citations or concerns in the ACGME ADS Survey into ADS. This should be done on a regularly scheduled basis
• Working with the Office of Graduate Medical Education coordinate and participate as a member of the ACGME Self-Study team and assist in managing the Self-Study Process
• Manage and coordinate the ACGME Self-Study site visit
• Ensure all necessary accreditation materials are uploaded to ADS
• At least every 3 years of as a major program change occurs prepare and update Program Letters of Agreement with all participating sites
• Ensure annual meetings (phone or in person) occur between the PD and the educational site director act each participating institution

Recruitment and Orientation

• In collaboration with the PD establish policies and procedures for recruitment
• Update and manage program information in the Electronic Residency Application Service (ERAS) and NRMP or other specialty match
• Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines
• Oversee the development and maintenance of online and hardcopy recruitment materials
• Manage the interview process including schedules interview day activities and any follow-up
• Submit NRMP Rank Orders Lists
• Ensure entering trainees complete the EVMS GME On-Line Orientation and all related employment tasks
• Ensure entering trainees attend the EVMS GME On-Site Orientation and related simulation activities (e.g. Transitions of Care)
• Plan organize and schedule program-specific entering trainee orientation

Professional Development

• Regularly attend the GME Program Administrators Council meetings and participate in the development of other programs by presenting best practices at the meeting
• Participate in the Virginia Residency Coordinators Statewide meeting
• Collaborate with colleagues in EVMS Office of Graduate Medical Education
• Attend at least one ACGME conference within a two-year period
• Attend at least one specialty educational meeting within a two-year period
• Have or in process of attaining TAGME certification
  • Must attain TAGME certification within two years in position
• Engage in educational research and submit posters/papers to local state national meetings

Committee Membership

• Program Clinical Competency Committee
• Program Education Committee (PEC)
• EVMS Program Administrators Council
• National specialty coordinators council
• Other as applicable for position responsibilities

Trainee Schedules

• In consultation with the PD and the PEC develops and maintains trainee schedules including annual rotation schedules call schedules and clinical schedules
• Maintain current schedules and updates in New Innovations
• Communicate schedules to all participating institutions and paging operators as needed
• Approve revisions to schedules and coordinates changes with participating institutions
• Advise and counsel trainees concerning specialty board educational requirements and in conjunction with the PD makes adjustments to schedules to ensure compliance
• Coordinate information and activities with other services sites departments including rotation/call schedules evaluations conferences interviews room/course scheduling
• Manage off-site rotation schedules (participating institutions and away rotations)
• Other Duties as Assigned by the PD or as Required by ACGME

Files

• Maintain educational files for all current trainees and for alumni of the program
• Archive alumni trainee files in accordance with EVMS records management retention schedules
• Coordinate with the PD the distribution of alumni follow-up surveys and summarize the data for the PEC
• Maintain trainee database and hard copy files of current and alumni trainees

Financial

• Maintain and submit to the Office of Business Management the New Innovations resident scheduling system
• Ensure the intern/resident/fellow scheduled assignments at various teaching institutions match the funding allocations
• If desired by the Department assist in the management of the GME budgets
• Track intern/resident/fellow leave (vacation sick educational)
• Process reimbursements requests for supplies etc.

Minimum Qualifications and Skills:

• Certification through the Training Administrators of Graduate Medical Education (TAGME) is required or must be obtained within the first three years of employment.
• Experience in an academic health care setting is desirable.

Preferred Qualifications

• Should have excellent organizational skills an ability to multi-task and prioritize competing priorities work independently and meet important deadlines.