University of Kansas Medical Center

SOM KC Graduate Medical Education (GME) Administration. This role supports the daily administration of central Graduate Medical Education (GME) Office operations, including but not limited to MedHub scheduling, onboarding, promotions, exit checklists, licensing, malpractice coverage, FMLA/leaves of absence, and cost reporting.. This position will assist the GME Operations Manager in fiscal, operational, and administrative management of the program and assist the Olathe Residency/Fellowship Coordinator with the administration of the training program.. Serve as contact between GME and internal departments needing onboarding requirements (HR, Occ Health, Badging, EOO, Parking, Compliance Benefits, etc. Cross-train in tasks of other administrative support positions in the Graduate Medical Education Office and provide support as needed.

program manager

Department: SOM KC Graduate Medical Education (GME) Administration Graduate Medical Education Position Title: GME Program Manager - Olathe Campus Job Family Group: Professional Staff Job Description Summary: This role supports the daily administration of central Graduate Medical Education (GME) Office operations, including but not limited to MedHub scheduling, onboarding, promotions, exit checklists, licensing, malpractice coverage, FMLA/leaves of absence, and cost reporting. This position will assist the GME Operations Manager in fiscal, operational, and administrative management of the program and assist the Olathe Residency/Fellowship Coordinator with the administration of the training program. This position will be located on the Olathe Medical Center campus. Job Description: Required Qualifications Education: Associate’s degree. Experience may be substituted for degree on a year for year basis. Work Experience: <ul><li>4 years related work experience.</li><li>Proficient with Microsoft Outlook, Word, Excel, and PowerPoint</li><li>Experience working with web applications (e.g., learning/content/residency management systems) </li></ul>Preferred Qualifications Education/Certifications: <ul><li>Master’s degree</li><li>CTAGME certification </li></ul>Work Experience: <ul><li>Prior work experience in graduate medical education or other medical education setting</li><li>MedHub experience </li></ul>Skills <ul><li>Excellent writing and verbal communication skills</li><li>Motivated self-starter with the ability to work with minimal supervision.</li><li>Ability to effectively manage projects and programs.</li><li>Ability to multi-task</li><li>Detail-oriented with strong organizational, decision-making, and judgment skills.</li><li>Excellent interpersonal skills and ability to work effectively with residency program coordinators, physicians, hospital administrators, and staff. </li></ul>Job Duties Outlined Perform as MedHub Administrator, especially all functions tied to scheduling, site definitions, cost reports, and the Intern and Resident Information System (IRIS). <ul><li>Serve as point of contact with KUMC’s reimbursement office to edit the management system’s database of sites where residents rotate (ownership, location, CRLN, etc.)</li><li>Assist with the process of providing all program attestation letters and accreditation letters for CMS reimbursement requirements.</li><li>Provide support and consultation to program coordinators on the management of their schedules within MedHub. Add sites to the new scheduled activity as the forms are received. Train coordinators as necessary on new and routine processes.</li><li>Work with the billing office to ensure accurate billing to affiliates based on the management of the MedHub schedule.</li><li>Run IRIS reports for affiliates. </li></ul>Onboarding And Offboarding: <ul><li>Run Promotions Task Wizard and modify Application Portal for onboarding (MedHub)</li><li>Work with Account Management, Identity Management, and development to manage residents’ network accounts: Advise departments as necessary on information technology requirements and update processes as updates and changes occur.</li><li>Work with Health System representatives on managing residents’ access and training in O2.</li><li>Facilitate medical licensure acquisition and preservation for Olathe residents.</li><li> Assist with the licensure application process for all incoming residents (confirm mailing address, send application, track return of application, acquire checks to pay for licenses, review completed applications, provide applications to Kansas State Board of Healing Arts): 1) Maintain database of license expirations and provide Supplemental applications for renewal as necessary. </li><li>Assist with collecting required data for all resident’s malpractice insurance. </li></ul>Serve as contact between GME and internal departments needing onboarding requirements (HR, Occ Health, Badging, EOO, Parking, Compliance Benefits, etc.). <ul><li>Assist the Operation Manager with the onboarding boarding process.</li><li>Provide support to all incoming residents through the onboarding process.</li><li>Provide support to all promoting and transferring residents through their promoting and transferring processes.</li><li>Provide support to program coordinators and program directors through the onboarding, promoting, and transferring processes.</li><li>Maintain the offboarding process through exit checklists and coordinate with various department requirements as well as program-level requirements.</li><li>Maintain a list of terminating residents and provide to departments as necessary.</li><li>Maintain resident contracts, including yearly updates, salary updates, and “one-off” needs for contracts. Oversee the issuance of contracts to all residents, the signing of contracts, and the approval of contracts.</li><li>Track off-cycle residents.</li><li>Manage data within MedHub for weekly reporting, including who receives the report, what information is reported, and the procedure through which information is created into a report.</li><li>Preserve information on funding allocations for all programs. Provide allocation letters to all programs and adjust letters as necessary. Create reports based on GME needs regarding filled positions, unfilled positions, funding numbers, PGY numbers, or any other needs.</li><li>Be the hands-on contact point to review GME’s baseline model for resident promotion, termination, hire, and resident counts.</li><li>Oversee residents’ leaves of absence and FMLA to ensure proper reporting in MedHub for IRIS and CMS reporting. Train coordinators as needed in this process. Track newly entered leaves of absence to confirm their accuracy.</li><li>Participate effectively in regular or special staff meetings.</li><li>Perform other duties as assigned, which contribute to the efficient functioning of the Graduate Medical Education Office.</li><li>Cross-train in tasks of other administrative support positions in the Graduate Medical Education Office and provide support as needed. </li></ul>Recruitment: <ul><li>Coordinate recruitment activities for the program.</li><li>Work with the program director to update and prepare information for interested applicants.</li><li>Review and distribute information regarding applicants.</li><li>Arrange all interview day logistics, including confirming acceptance of appts for interviewees and interviewers.</li><li>Distribute interview day packets to both groups, post surveys, and follow-up information.</li><li>Organize materials and meetings necessary for ranking and matching residents.</li><li> Work with the program director to update NRMP match information (or equivalent system) and enter the rank list. </li></ul>Required Documents <ul><li>Resume/CV</li><li>Cover Letter </li></ul>Comprehensive Benefits Package: Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html Employee Type: Regular Time Type: Full time Rate Type: Salary Compensation Statement: The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. Pay Range: $58,000.00 - $86,000.00 Minimum $58,000.00 Midpoint $72,000.00 Maximum $86,000.00

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