Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Pathology and Immunology. This position is for the Medical School Campus.
The Residency Program Administrator is responsible for the operational and administrative management of the accredited fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.
The Program Administrator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provides support and meets regularly with the Program Director (PD) concerning office management issues and activities and the status of projects. Identifies and evaluates the methods of improving workflow and cost effectiveness and makes recommendations to the PD for improvement.
Interprets and applies Accreditation Council of Graduate Medical Education and other national accrediting agencies and hospital policies to support compliance.
Provides both administrative supervision and support to residents. Acts as a liaison between residents and hospital administration when necessary. Establishes relationships and acts as a liaison to other hospitals, internal departments, and divisions regarding recruitment, orientation, annual program Affiliation Agreements, and external rotations.
Assists in planning of division-level trainee orientation.
Type, assemble, and distribute the divisional brochure for each academic year.
Informs trainees of inter- and intradepartmental policy and procedure changes, with assistance from the Graduate Medical Education office.
Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
Manages materials for specialty-specific fellow in-training exams and may assist with proctoring exams if needed.
Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
Maintains databases with resident and faculty data, including New Innovations and other programs.
Manages the evaluative processes of the residents, faculty, program, and rotations.
Assists the Chief Residents with development and distribution of call schedules.
Manages and updates list of all weekly teaching conferences for trainees given by the faculty; locate, reserve, and set-up conference rooms for the numerous weekly conferences, meetings, and Grand Rounds lectures and keeps attendance.
Manages invitations, itineraries, lodging and expense reports for visiting professors.
Assists in monitoring resident duty hours and procedures list via regular review of data reports.
Plans divisional annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
Organizes meetings and prepares and distributes materials for conferences and lectures. Develops invitations and advertisements for events/lectures.
Coordinates medical student and medical residents’ rotations and, as appropriate, “observerships”.
Receives inquiries from outside residents and applicants and triage as necessary to others within the division or the hospital.
Maintains the Electronic Residency Application System (ERAS) database and oversees its processes during the fellowship recruitment season.
Performs all Match responsibilities and corresponds with newly matched fellows about requirements and process for appointment in conjunction with the GME office and/or the division Administration office. Assists with quota review and rank list entry and certification in the National Residency Matching Program (NRMP).
Assists in the preparation for internal reviews and external Clinical Learning Environment (CLER) visits.
Maintains mailing list of all current and past trainees of the fellowship program.
Oversees purchasing requests for the program. Submits orders for equipment and supplies for the training office.
Perform notarial functions for the Program Director and members of the Division.
Coordinate travel arrangements, lodging, and expense reports.
High school diploma or equivalent high school certification with minimum of three to five years of office administration experience.
Experience in a healthcare and/or education setting.
Experience as a program coordinator.
Excellent written and verbal communication skills.
Excellent organizational skills with discretionary judgment.
Working knowledge of software applications including Microsoft Word, PowerPoint, and Microsoft Excel spreadsheets; general office equipment; and knowledge of medical and scientific terminology.
Attention to detail, with the ability to make decisions independently or to escalate issues as needed.
The hiring range for this position is $44,054 - $56,139 annually.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.