Residency Program Manager

Department
BSD FMD - Education

About the Department
Family Medicine is the largest primary care specialty in the U.S. and provides most of the care to under-resourced communities in this nation. It is a field that focuses on prevention, chronic disease, acute conditions management where a three-to-four-year residency training includes inpatient, outpatient, pediatric, obstetric, and mental health care. Family Medicine physicians are trained broadly to provide care to any age, any gender, and any condition. The Department of Family Medicine began operations in September of 2002 and has faculty practicing in community-based primary care, an active research program, medical student education, and a family medicine residency education. In the years since our founding, the department has become an active partner in our community, working to enhance the access, quality, and safety of primary health care in southland Chicago and near suburbs. We place clinical faculty in local practices, collaborate with health systems and practices on implementation and outcomes research, and actively participate in the 'community of scholars' that characterizes The University of Chicago.


With this spirit, The Department of Family Medicine at the University of Chicago, is proud to announce the founding of a Family Medicine Residency Program at UChicago Medicine Ingalls Memorial Hospital. The University of Chicago Family Medicine Department is dedicated to excellence in graduate medical education. Our GME program is designed to train and attract high quality, diverse family physicians who desire to serve and improve primary healthcare quality and access on Chicago's south side and southern suburbs.

Job Summary
The Residency Program Manager would serve as a founding member of the leadership team, supporting the Program Director and Associate Program Director in the implementation of the Family Medicine Residency at Ingalls Memorial Hospital. The Residency Program Manager oversees the administration of the family medicine graduate medical education program including the day-to-day operations of the residency program ensuring compliance with the requirements of the Accreditation Council of Graduate Medical Education and American Board of Family Medicine and integration of residency operations with clinical operations at clinical sites where resident education occurs.


The Residency Program Manager must be competent and knowledgeable in all ACGME and Board requirements for the program and it's trainees and ensure annual reporting is submitted in a timely fashion. This role is highly collaborative and the Residency Program Manager will work with other programs and departments regarding standard operations, innovations within medical education, and other areas as identified. This position requires a high level of organization to ensure all trainee, programmatic, departmental, institutional, and national requirements are met.

This position is not eligible for employer-sponsored employment authorization.

Responsibilities

• Supports the Program Director and Associate Program Director in the administration and operations of the Family Medicine Residency Program at Ingalls Memorial Hospital including start up activities and program implementation.
• Coordinates and implements new systems and administrative policies, educational programs, and compliance/evaluation/accreditation strategies.
• Under the general supervision of the Program Director directs and oversees the data management and reporting activities of the core family medicine training program.
• Maintains in-depth knowledge of ACGME Program Requirements, Family Medicine Milestones, and Entrustable Professional Activities (EPAs), keeping abreast of any updates and planning and implementing changes to policies and operational procedures, as needed.
• Maintains up-to-date knowledge of all American Board of Family Medicine (ABFM) requirements for core Family Medicine training programs; ensures trainees are meeting their clinical and professional expectations on an annual basis and submitting all required tracking data on time.
• Manages requirements of the training program, including accreditation, clinical work hour schedules, evaluation process, recruitment and retention efforts, Match process, orientation, offboarding requirements, and employee relations.
• Maintains an up-to-date understanding of ongoing projects overseen by all members of the leadership team and ensure the office is serving as a resource and guide in the implementation of new protocols.
• Directs yearly recruitment activities within the residency program, including oversight of ERAS, as well as all components of trainee interviews, evaluation, and interview-day-of operations, annual budget, registration and participation in annual recruitment events, marketing materials, and program website(s).
• Works with program faculty to review/organize/schedule rotations and send-out/track evaluations of trainees.
• Oversees and maintains all database systems utilized in relation to resident trainees, residency recruitment, and program graduates, (MedHub, ERAS, RTM, etc.).
• Conducts annual review of all offsite program letters of agreement (PLA) across all rotations and support trainees in exploring individualized learning opportunities.
• Ensures proper tracking of quarterly compliance deadlines, semi-annual reviews, required programmatic committees, and semi-annual milestone reporting to the ACGME.
• Coordinates processes and documentation of files associated with current residents and alumni; ensure integrity of alumni database, work with Medical Education office to ensure verifications are completed and returned per ACGME guidelines.
• Works with all program faculty, clinical and non-clinical personnel, who work alongside the resident trainees to ensure all medical education processes are transparent - provide training, onboarding, and continued support as applicable.
• Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).
• Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.
• Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
• Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.

Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in related field.

Experience:

• Minimum 3 years of experience in a healthcare setting (preferably in Graduate Medical Education or in health care administration).
• Working experience with Graduate Medical Programs and Residency Management Systems (i.e., ACGME WebADS, ERAS, Thalamus, MedHub, etc.).

Technical Skills or Knowledge:

• Training Administrators of Graduate Medical Education (TAGME) certification highly regarded.

Preferred Competencies

• Proficiency with MS Word, Excel, PowerPoint, PDF software, online meeting platforms, email and other forms of electronic communication.

Working Conditions

• Requires some weekends/evenings for residency program events.
• Open office environment (shared space).
• Eligible for hybrid work based on business needs and the demands of specific tasks. Working from the office is encouraged for tasks that require a high degree of collaboration.

Application Documents

• Resume (required)
• Cover Letter (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
Healthcare & Medical Services

Role Impact
Individual Contributor

Scheduled Weekly Hours
40

Drug Test Required
Yes

Health Screen Required
Yes

Motor Vehicle Record Inquiry Required
No

Pay Rate Type
Salary

FLSA Status
Exempt

Pay Range
$60,000.00 - $90,000.00
The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

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