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About the Role

The Program Administrator is responsible for the day-to-day coordination of residency and fellowship training programs, assessing programmatic issues, managing administrative workflows, maintaining databases, and communicating with faculty and trainees.

Responsibilities

• Oversees day-to-day operations of the program.
• Tracks, reports, and ensures compliance with governing bodies.
• Annually updates accreditation data systems.
• Coordinates outside electives, including master agreements, applications, malpractice coverage, and evaluations.
• Schedules and coordinates residents’ re-certification and re-orientation trainings.
• Registers residents and fellows for In-Training Exams and proctors them.
• Creates and updates schedules and rotations in New Innovations.
• Develops evaluation tools for programs and monitors the evaluation process.
• Monitors residents and fellows duty hours.
• Prepares duty hour, evaluation, and procedure reports and analyzes data for compliance.
• Produces and distributes annual rotation schedules and monthly changes.
• Coordinates semi-annual resident reviews and quarterly Clinical Competency Reviews.
• Maintains documentation for graduation and board eligibility.
• Verifies training for medical specialty boards.
• Coordinates interview, ranking, and post-match activities.
• Manages trainee applications and screens candidates for interviews.
• Manages Electronic Residency Application Service (ERAS) interaction.
• Communicates with potential applicants about the application process and distributes recruitment materials.
• Coordinates departmental activities such as Grand Rounds, Resident Faculty Meetings, and committee meetings.
• Completes reports for GME Track, ABIM, ACGME, and WebAds.
• Maintains and updates departmental manuals, policies, and procedures.
• Assists in preparation for ACGME Site Visits and internal reviews.
• Organizes Internal Review with the institution’s graduate medical education (GME) office.
• Maintains ongoing communications with the GME Office regarding accreditation requirements.
• Manages the program’s GME budget, including trainee travel and education allocations.
• Processes invoicing for program-related expenses.
• Coordinates Continuing Medical Education activities.
• Organizes meetings and prepares materials for conferences and lectures.
• Develops brochures, invitations, and flyers for events/lectures.
• Coordinates planning of resident orientation program.
• Arranges student orientation and rotations.
• Matches students with preceptors.
• Ensures completion of student evaluations.
• Manages resident payroll.
• Performs other duties as assigned.

Requirements

• High School Diploma or equivalent required.
• Minimum of three (3) years of office management experience.
• Equivalent experience in administration and office management in academic health care settings.
• Knowledge of Accreditation Council for Graduate Medical Education (ACGME) requirements.
• Ability to fully utilize BHMC’s electronic record systems, equipment, and other healthcare and billing systems.

Skills

• Communication (written and verbal)
• Problem-solving and decision-making
• Administration and organization
• Goal-setting and implementation
• Interpersonal cooperation

Experience Level

• Minimum of three (3) years of office management experience
• Equivalent experience in administration and office management in academic health care settings

Education Level

• High School Diploma or equivalent
• Bachelor's Degree preferred

About the Company

• One Brooklyn Health (OBH) is an equal opportunity employer.

Equal Opportunity

• It is our policy to provide equal opportunity to all employees and applicants for employment without regard to race, color, religion, national origin, marital status, military status, age, gender, sexual orientation, disability or handicap or other characteristics protected by applicable federal, state, or local laws.