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GENERAL PURPOSE:

Provides administrative services for the Pediatric Center for Education with primary focus on the Pediatric Residency Program. Works collaboratively with team, leadership, University departments and other key stakeholders to ensure accurate and timely operations. Achieves and maintains working knowledge of national accreditation standards and hospital regulations. Provides primary administrative support to the GME Residency/Fellowship program(s). Maintains confidentiality. Identifies and executes process improvements for own areas of responsibility and participates in process improvements projects to enhance the resident education initiatives in the Department. Demonstrates University values in each of the major responsibilities.

RESPONSIBILITIES:

Residency Program Administration

Reporting and Survey Responsibilities (10%)

• As assigned by the senior administrator, researches and prepares reports for ACGME, Clinical Learning Environment (CLER), and Island Peer Review Organization site visits, as well as GME internal reviews and other activities associated with program accreditation. Summary reports may include but are not limited to:

• Evaluation data on trainee performance

• Evaluation data faculty teaching and program quality

• Duty hour data for each resident

• Faculty and resident scholarly activity

• Data from Well-being and Annual Web Ad Surveys

• Independently develops reports that summarizes the quality of teaching and educational experiences for each affiliated service within the Golisano Children¿s Hospital and Rochester General Hospital. Reports out to Program Directors and Education Representatives with the intent to monitor and improve the educational environment.

• Works closely with APD in the preparation and administration of the Annual Program Evaluation. Administers various surveys to measure quality and encourage improvement.Provides input into ¿Strengths, Weaknesses, Opportunities and Threats Analysis (SWOT) using data collected on survey results.

• In coordination with the Program Director and/or Residency Administrator, develops, distributes, and analyzes REDCap and Survey Monkey surveys for resident recruitment, orientation, alumni, and other applications as necessary. Deliver recommendations for impacted and related projects.

• Obtains working knowledge of the regulations affiliated with each responsibility, manages and monitors compliance, investigates violations, troubleshoots, develops and maintains electronic files that demonstrate compliance, reports out to Program Leadership. Regulations and requirements include, but not limited to:

• NY State Section 405 regulations for work hours

• URMC Requirements: BLS/PALS certification in RQI, mandatory health requirements, mandatory hospital activities and other

• Accreditation Council Graduate Medical Education (ACGME)

• American Board of Pediatrics

• HIPAA

• Golisano Children¿s Hospital / Strong Memorial

• URMC Human Resources (annual mandatories etc.)

MedHub (20%)

• Acts as the primary administrator for MedHub. Maintains master level knowledge of curriculum, evaluation process and MedHub functionality.Defines settings, creates, uploads, and inspects schedules and evaluations; identifies and maintains a collection of trainee resources and curriculum documents. Develops matrices and effectively plans for each rotation and each trainee, allowing for automated distribution of curricula and/or evaluations to the appropriate trainee and faculty at the appropriate time. Anticipates and executes manual assignment of evaluations on an ongoing basis.

• Manages resident learning profile and trainee data in Med Hub.Extracts reports as needed to include but not limited to scheduling, evaluation, demographic, procedure compliance.

• Troubleshoots system issues.

Onboarding and Recruitment (15%)

• In collaboration with other Residency/Fellowship Administrators, develops, coordinates, and directs onboarding processes and all orientation activities for incoming pediatric and medicine-pediatric residents at Strong Memorial and Rochester General Hospital. Responsible for compliance with University Human Resources, GME and Department requirements (new hire paperwork, my path trainings, e-record training, certification trainings and others as needed)

• Coordinates interviews with faculty and trainees. Effectively communicates the needs and develops processes to achieve a successful outcome.

Event Support (5%)

• Plans, organizes, manages events, including well-being events, new resident welcoming intern retreat, senior retreat, recruitment events, and all other events which could comprise of over 300 attendees across 18 services lines.

• Manages expenses, processes reimbursement based on allocated budgets. Investigates discrepancies and finds resolutions. Maintains full understanding of University Finance policies and influent with Workday.

Manages and Administers Resident Education

• Coordinates, plans, and manages residency didactic sessions.Maintains a solid understanding of all aspects of didactics as Morning Report, and Journal Club. Requires collaboration across URMC and external entities. Provides backup to Noon Conferences.

• Provides administrative oversight of all resident/fellow mandatory sessions and courses (such as NRP, PALS, quarterly compliance with RQI, annual health screenings and flu shots). Ensures registration, schedule, and materials are complete and provided to residents prior to course Monitors compliance and reports out to Program Leadership.Maintains, prepares and submits related compliance reports based on ACGME requirements such as duty hours e1.

• Develops integral data reports for semi-annual resident assessment used by the Clinical Competency Committee to determine the progress of each trainee.Requires solid knowledge of specific program requirements, ACGME CCC and Semi-Annual review requirements and American Board of Pediatric requirements.

• Manages, develops, inspects, and distributes Affiliation Agreements with local and national institutions and area private practices. Provides oversight of electives for outbound and inbound rotators. Requires extensive coordination with administrative leadership of various hospitals and organizations, and extensive knowledge of ACGME and GME policies and requirements.

Program Recruitment

• Develops and prepares residency recruitment materials.

• Point of contact with the intent to develop positive relationships and applicant experiences. Fields questions and triage responses as needed during interview season.

• Serves as back-up to other Residency/Fellowship Administrator(s) for Electronic Interview Scheduling System.

Social Media and Website Support

• In collaboration with Program Leadership, Web Services, Public Relations and Marketing develops and maintains websites. Draft and reviews/edits content submitted by others. Research best practices, survey trainees and makes recommendations to increase traffic and candidate interest.

• Works directly with other URMC programs and children hospital social media owners to cross populate posts.

• Creates, develops and launches relevant social media presence for various purpose (recruitment, wellness, alumni relations, etc.) Develop /or imports content, manages post and responds to followers. Partners with URMC Communications as appropriate.

Center for Pediatric Education

• Administers Grand Rounds. Prepares and maintains yearly schedule of topics and speakers, obtains requirement forms and documents, processes paperwork for MCO and CME credit and files annual reports with URMC CEL. Updates website, communicates lecture information to faculty/trainees, develops and facilitates surveys to understand educational needs.

• Researches and identifies speakers for lectureships, coordinates day-of logistics. Plans work-in-progress sessions, panel discussions, and roundtable discussion for various lectureships.

• Provides administrative support in developing the Pipeline to Pediatrics by working with other pediatric programs and administrators to capture names of students interested in pediatrics, develop reports and track communications to interested students. Develops and facilitates events to attract trainees to Pediatrics.

Other duties as assigned

QUALIFICATIONS:

• Required:

• Bachelor¿s degree

• 2 years of relevant experience;

• Or equivalent combination of education and experience.

• Strong organizational, interpersonal, and technical skills.

• Ability to effectively communicate and interact with people across diverse backgrounds and cultures.

• Proficiency with Microsoft Suite, virtual collaboration tools, and Adobe.

• Must be able to prioritize and handle multiple competing demands and adhere to deadlines in a fast-paced environment.

• Ability to work autonomously and make decisions independently.

• Ability to take initiative and be resourceful.

• Must have reliable/efficient transportation.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University¿s mission to Learn, Discover, Heal, Create ¿ and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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