Program Manager in Chico

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Job DescriptionJob DescriptionDescription:

Program Manager

Position Summary

Healthy Rural California, a 501(c)(3) non-profit organization dedicated to improving healthcare access and outcomes in rural communities. Under the supervision of the GME Director, the Program Director, the Program Manager plays a key role in the administration and daily operations of the accredited programs in accordance with Accreditation Council for Graduate Medical Education (ACGME) requirements. This position serves as the primary administrative resource for the Program Director and provides comprehensive support to , fellows, faculty, Chief , and other GME leadership. The Program Manager ensures smooth coordination of program activities, including recruitment, onboarding, scheduling, evaluation processes, accreditation documentation, and ongoing compliance with institutional and ACGME standards. The Program Manager acts as the lead for the program and provides mentorship and direction to a Project Assistant.

Essential Duties and Responsibilities

Program Coordination

• Oversee the daily operations and program logistics.
• Adhere to procedures and systems that ensure orderly and timely workflow.
• Maintain knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements.
• Implement and update program databases.
• Coordinate with Program Director to maintain and distribute rotation schedules, call schedules, vacation/leave schedules, and meeting schedules.
• Coordinate outside electives which include applications to hospital(s), malpractice coverage confirmation, and evaluation forms.
• Coordinate didactic curriculum by inviting guest lectures, tracking attendance, and maintain weekly didactic schedules.
• Process and faculty professional organization memberships
• Assist with ’ housing needs.
• Prepare and distribute the yearly and monthly assignment schedules of the .
• Distribute, collect, and tabulate all evaluation forms regarding , rotations and faculty and compiles and generates feedback for appropriate follow-up and reporting.
• Maintain confidential and fellow files.
• Arrange certification and re-certification training courses.
• Assist with and program director travel and accommodations for conferences.
• Serve as liaison with other departments and affiliated institutions.
• Maintain committee meeting minutes and develops reports as requested.
• Assist with check requests, travel authorizations, fund reimbursements and expense reports. Maintains necessary records for Medical Education with Accounting Department.
• Maintain biographical information on all and update information on alumni.
• Handle highly confidential material for , fellowship, faculty, and institution.
• Monitor wellness and burnout while coordinating wellness initiatives and Program Evaluation Committee (PEC) to improve program quality.

ACGME Accreditation and Reporting Requirements to External Agencies/Organizations:

• Compiles, updates and submits reports to ACGME and other professional organizations.
• Coordinate ACGME site visits
• Compiles, tabulates and reports data for surveys, questionnaires, census reports, accreditation reports and other forms and documents required by internal and external agencies as directed by the GME Administrator
• Manage milestones by coordinating bi-annual review (CCC) and submit Next Accreditation System (NAS) Milestone Data.
• Coordinate the administration of the In-training Examinations.
• Prepare and distribute all post-graduation verifications.

Collect, compile, submit and maintain all reports or projects Recruitment:

• Recruit a diverse range of applicants to the program.
• Coordinate meet and greets with Program Director, DIO and others.
• Coordinate communication between applicants and programs via e-mails, telephone and written correspondence.
• Serves as an information source for the program, institution(s) and community.
• Adhere to recruitment plan, timeline, guidelines, and policies and procedures for the department.
• Maintain all interview materials used by faculty, and applicant.
• Manage review of applications using the ERAS system as directed by the Program Director and/or GME Director.
• Knowledge in Matching Program (NRMP) for finalizing the rank order list of applicants.
• Coordinates all interviews and communications with applicants.
• Coordinates applicants’ interview day.
• Plans and arranges interview social activities.
• Manages ERAS software to produce applications, reports, and rank list.
• Tracks all evaluation scores of interviewed applicants and prepare data for initial match rank list.
• Sends post interview thank-you letters to all candidates.
• Participate in the ranking meeting.
• Administers and reviews post-match survey to applicants, recommends changes to improve next year’s recruitment activities.

Coordinates Appointments, Reappointments, and Termination:

• Coordinates general of new (includes department, clinical facilities and Healthy Rural California).
• Distribute and monitors the appointment and reappointment process.
• Prepares and monitor completion and/or termination process under direction of DIO.
• Coordinates Information Service assignments such as pagers, voice mail, and computer access.
• Inform incoming of documentation required by the primary institution and state licensing board and maintains records of compliance.
• Coordinate all credentialing requirements of all initial appointments for interns as dictated by the primary and participating institutions as well as state licensing agency.
• Instruct from foreign countries regarding the procedures that must be followed with INS, ECFMG and the state licensing board.
• Assist new to ensure smooth transition to program.

Administrative Support for :

• Assist in creating yearly rotation schedule for , including yearly call, conference, and vacation schedules for the program.
• Maintain and updates credentialing records/ curriculum vitaes of core faculty on ACGME site.
• Assist in preparation of presentations, abstracts, manuscripts and other documents relating to the Program.
• Provide support to GME committee as necessary.
• Advise on policies.
• Attend meetings as requested.
• Disseminate/distribute all training-related information for .
• Prepare letters of recommendation/verification and maintains career resources for senior .
• Prepare and distribute all post-graduation verifications.
• Coordinate with Academic Affiliations.
• Coordinate and track scholarly social and retreat activities
• Assist in ensuring log requirements in Med Hub.
• Oversee the tracking of specialty-specific clinical requirements case logs and PRITE exams.

Facilities and Resources:

• Maintain learning materials including books, journals, computers, iPads, and other educational support materials.
• Assist and tutor /staff in the use of computers and applications.
• Maintain teaching files and other board study materials for .

Other duties and responsibilities as assigned:

• Actively participates in professional organizations such as ACGME and other related organizations as needed.
• Attends professional development as needed
• Miscellaneous duties and responsibilities as determined by the department.

Additional Responsibilities

• Perform other duties as assigned

Qualifications

• Bachelor’s degree or equivalent
• Two years of administrative experience and/or program coordination experience required.
• Passion to improve community health outcomes, access to care and mental health in rural and underserved Northern California communities.
• Experience in a dynamic, start-up or new program environment .
• Experience with grant program coordination .
• Exceptional organization skills.
• Ability to independently prioritize work.
• Ability to manage directions from multiple sources.
• Ability to utilize resources effectively.
• Critical thinking and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to adapt and adjust to new or changing situations.
• Exceptional interpersonal and communication skills.
• Ability to maintain confidentiality.
• Understands the dynamics and objectives of the IM and its relationship with the Sponsoring Institution (Healthy Rural California) and participating clinical facilities.
• Understands the management structure of the and maintain effective relationships with supervisors and coworkers.
• Understands general human resource functions and principles.
• Understands general financial and budgetary processes and principles.
• Understands principles of record keeping and confidentiality (including HIPAA compliance).
• Understands ERAS (Electronic Application Service) software and applications.
• Able to organize, schedule, and prioritize work for self and others to meet deadlines.
• Able to utilize interpersonal skills to work effectively with others.
• Demonstrates proficiency with computer applications, online resources and equipment utilized by the faculty, and administration.
• ACGME’s Coordinator Core Curriculum expected to be completed within first 6 to 12 months of employment at Healthy Rural California.

Work Environment and Physical Demands

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.

Requirements:

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