Position Summary: We have an exciting opportunity to join our team as a GME Program Specialist.
In this role, the successful candidate supports, promotes and handles the development of Programs (gathering, collecting and analysis of data). Facilitates the administration process of GME office activities (credentialing and on-boarding process, maintaining records, managing the program pay lines according to an annual program budget, scheduling meetings, organizing and coordinating seminars, training programs and other related activities). Works under general supervision.
Performs other duties as assigned.
Coordinate the annual IPRO Survey plan for the annual visit and coordinate the necessary schedules and preparation and management of the site visit process. Prepare the annual Annex reports for Bellevue/HHC.Facilitate relationships with affiliated hospital administrators and administration.
Provide administrative support to the Sr. Associate Dean for GME, the Director of GME and the GME executive team.Manage the GME program budgets, monitor variances, and develop ongoing budget requests. Update/enter budget system (StrataJazz/PeopleSoft).
Manage Program Agreements: PLAs (review PLAs, make sure that they are signed by programs. Details of a program letter of agreement: For example, if they rotate to Lennox Hill, need a letter of agreement. Make sure that program develops a PLA, signs it, and updates it/keeps it current. Out rotations should be tracked. Billing mechanism should also be monitored for these. Support the management and implementation all GME related survey instruments. Develop reports and presentations for the GMEC and GME executive team when needed.
Manage and coordinate the administration of the internal review process, PIF submissions and site visit related meetings and mock visits and other processes related to accreditation. Participates in program reviews. Reviews program requirements/understand program requirements/be familiar with program requirements. Review program policies, resident or fellow manual, Program Letters of Agreement (PLAs). (Expectation should be familiar with program requirements, and that nothing is in program manual is in conflict with anything the GME office does, Institutional requirements, etc.
Assists in recruitment, hiring and training of clerical staff, assistants, trainee and volunteers for the GME Office. Reviews workflow and might recommend improvement if applicable to ensure appropriate cycle times and efficiency. Oversee the administration of the accreditation process for the individual residencies and fellowships with an understanding of the components needed for ongoing accreditation.
Coordinate the annual ACGME and AMA data entry and reporting process. Work with all programs to assure accurate input of all required data. (Want NI to feed WebADS. Will ensure accurate/matching data. Maintain and develop further processes to track the status, timeline and completion of database information on all the residency and fellowship programs so that it is up-to-date and available for internal reviews, accreditation and quality improvement.
Able to demonstrate analytical skill to identify, evaluate and resolve problems. Gathers and collects data from different parties and presents findings as applicable. Researches problems, issues and concerns and responds to requests for information. Assists in developing materials and presentations for monthly Program Coordinator Meeting and other activities.
Prepares and reviews documents independently and generates status reports including those for credentialing and employment and pay line budgets as well as ongoing program related projects. Plans, arranges, outlines and drafts letters, memos, agendas, presentations and reports. Moderate analysis might be requested to present findings. Reviews, edits, obtain appropriate approvals. Responds to routine correspondences and refer the non-routine ones to the appropriate party. Follows protocols as defined by the GME and/or Medical Centers policies and procedures. Respond to all auditing/Finance requests for information.
Handle the payroll assignments for all house staff in assigned program. Maintain all house staff in the PeopleSoft system, including payroll transactions for all assigned HS. Manage House Staff Remediation and Disciplinary actions maintain documentation, follow-up on all actions.Manage moonlighting approval and employment process for assigned programs.Manage House Staff J-1 visa applications act as liaison between NYU and ECFMG. Manage and update all house staff policies. Oversee the process for the Book and Conference fund reimbursement for all house staff on NYU payroll.Authorize verification letters.
House Staff Maintenance:Reappointment and termination of house staff perform all relative steps to annually reappoint or terminate the active house staffOn boarding of new house staff credentialing and on-boarding the new house staff each academic year. Collect and review all credentials and prepare and maintain permanent files for all house staff. Handle all the LOAs for HS in assigned program. Draft letters for HS on LOA and follow up with programs on all related administrative details relative to each LOA.
Management of data in New Innovations or other credentialing database.Enter and maintain accurate, current and historical house staff, rotator and program data in New Innovations (or other database) for those programs assigned. Review/analyze and coordinate the IRIS data in New Innovations and prepare reports for the Finance Departments of the respective hospitals.Manage credentialing process for all in-rotators (including in-electives) in all programs. Review all in-rotator agreement forms and reconcile with program schedules in New Innovations.Manage out-rotation/out electives. Collect applications and get approval of out elective committee and reconcile with program schedule in New Innovations.
Manages, initiates and coordinates projects related to GME administration with minimal supervision. Able to demonstrate analytical skill to identify, evaluate and resolve problems. The ability to prioritize assignments in face of changing priorities and conflicting demands to complete work in an accurate and prompt manner. Handle high level, sensitive contacts and issues with a high degree of diplomacy and confidentiality.
Minimum Qualifications: To qualify you must have a Bachelor degree in business administration, health care administration or related field or an equivalent combination of education and relevant experience.Excellent interpersonal and communication skills, and organizational leadership and financial management skills. Knowledge and understanding of the accreditation process of Graduate Medical Education. Familiarity with the program requirements of the ACGME and able to oversee the administration of accreditation processes. Experience working with internal reviews and the PIF process is preferred. Ability to interface effectively with all levels of management and must work and communicate. effectively with both internal and external customers. Ability to work within a team environment as well as independently.Time management skills and ability to work well under pressure.Ability to manage multiple projects and to multi task while paying attention to details.Computer proficiency with word processing, data management and analysis, and preparation of data for scientific presentation (e.g., in PowerPoint, Excel and New Innovations is highly recommended.Knowledge of standard office practices and ability to use office equipment.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU Langone Health is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. If you wish to view NYU Langone Health's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please click here.
NYU Langone Medical Center, a world-class patient-centered integrated academic medical center, is one of the nation's premier centers for excellence in clinical care, biomedical research, and medical education. Located in the heart of Manhattan, NYU Langone is composed of four hospitals – Tisch Hospital, its flagship acute care facility; Rusk Rehabilitation; the Hospital for Joint Diseases, one of... only five hospitals in the nation dedicated to orthopaedics and rheumatology; and Hassenfeld Children's Hospital, a comprehensive pediatric hospital supporting a full array of children's health services across the medical center – plus the NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. The medical center's tri-fold mission to serve, teach, and discover is achieved 365 days a year through the seamless integration of a culture devoted to excellence in patient care, education and research. For more information, go to www.NYULMC.org.