Manager, Academic Affairs - Operations

Organization:

SHSO-Sutter Health System Office-Bay

Position Overview:

Oversees Graduate Medical Education staff to achieve seamless management and execution of residency and fellowship programs. Provides oversight and monitors new ACGME-accredited program development and planning to ensure that best practices are being followed. Develops and manages relationships with Program Directors, GME administrative leadership and the GME Institutional Office. Maintains a high level of professional expertise through familiarity with ACGME, NRMP, FREIDA, CMS GME guidelines, and on-going education on relevant regulations and networking with other GME experts.

JOB ACCOUNTABILITIES
Operations

Serves as the lead technical expert on the ACGME Accreditation Data System
(ADS), the Residency Management Suites, and provides counsel to programs
on required ADS filings and submissions
Helps develop GME institutional policies and procedures, and provides
oversight to ensure adherence to policies across all ACGME -accredited
programs

Supports the Graduate Medical Education Institutional Office operations
Helps coordinate education and training for physician Program Directors,
faculty, resident physicians, and GME personnel
In partnership with local GME administrative leaders, helps collect data
needed for ACGME, CMS and grant reporting (e.g. IRIS, APE, AIR, etc.)

Collaborates with Program Directors and local GME administrative leaders on
ensuring compliance with ACGME requirements

Manages institutional oversight for the Visiting Student Learning
Opportunities (VSLO) program

Proactively collaborates with other Sutter Health affiliates on GME program
planning and development and leverages systemwide tools and services
(compliance, legal review, privacy)

Takes a strategic and tactical approach in identifying best practices and
standardizing workflows/processes and developing plans of action to
implement changes

Makes rounds with staff, Program Directors, and GME leadership to listen to
concerns/issues and ensure staff have appropriate tools and resources

Provides guidance and direct intervention in resolving challenging or
complex situations

Develops, implements, and/or ensures corrective action plans are
implemented to address or minimize operational risk

Helps coordinate and maintain GME Contract Request Forms (CRFs) and
manages all contracts related to GME

Maintains and coordinates all areas related to affiliation agreements and
program letters of agreement

Counsels programs on ACGME required Program Letters of Agreements
(PLAs) between programs and participating sites; reviews and ensures all
PLAs meet ACGME requirements and institutional policies and procedures

Assists with institutional orientation for new residents and fellows,
institutional Patient Safety Orientations, and ACGME program site visits and

Clinical Learning Environment Review (CLER) site visits

Maintains accurate, up-to-date program data on the following systems:
ACGME ADS, FREIDA, GME Track, and other systems/databases, external
and internal

Oversees ACGME ADS system for the Institution and provides technical
assistance to programs completing program and resident submissions and
updates pursuant to ACGME requirements

Maintains and updates ACGME institutional and programmatic documents
ensuring compliance and the achievement of continued accreditation

Maintains records of all accreditation communications and actions

Provides counsel to programs and assures program compliance with ACGME
annual ADS updates, ACGME resident and faculty surveys, and Annual

Program Evaluations (APEs) by required deadlines utilizing New Innovations

Analyzes and compiles institutional and program statistical data for the

Annual Institutional Review (AIR) utilizing New Innovations

Manages the monthly GMEC agenda and meetings, ensuring coverage of all
GMEC responsibilities, pursuant to ACGME requirements and institutional
policies and procedures

Helps support and manage all GMEC sub-committees

Maintains accurate and complete meeting minutes with annotations
referencing specific ACGME institutional requirements for GMEC and GMEC
sub-committees

Oversees the administrative processes and provides counsel to faculty and
staff related to GMEC responsibilities including new program requests,
changes in resident/fellow complement, program structure/duration, new
program directors, and participating sites, pursuant to ACGME requirements
and institutional policies and procedures

Ensures complete and accurate GMEC membership


Strategy/Planning

Works with the Sr. Director, Academic Affairs to support and execute the
strategy and priorities for Graduate Medical Education across the system

Researches and maintains high level of professional expertise with latest
trends and new regulations impacting Graduate Medical Education; and
educates staff and providers on new information or regulations

Leads departmental goal setting process and provides roadmap for
accomplishing goals

Monitors progress of departmental goals, developing action plans to address
issues and challenges

Communicates affiliate, operating unit and system goals to staff, helping
staff understand impact on operations and resources

Develops plan of action to address current and future resource needs in
order to meet service and/or operational demands and objectives

Develops metrics and methods for measuring outcomes against relevant
internal and external benchmarks

Prepares reports and/or analyses, identifying operational trends and
recurrent issues, and recommends and implements course of action


Financial Management

Supports hospital GME leadership in monitoring programmatic financial
performance impacted by resident rotational schedules

Supports GME Institutional Office in establishing operational budget to
achieve financial targets

Monitors department productivity, ensuring operational challenges are
addressed timely

Reviews and approves employee expense reimbursements, and billing
statements from vendors according to established protocol

Supports local hospital and GME leadership to accurately document IRP and
track all the details of a trainees medical school and GME training history
centrally

Provides support to the hospital and GME leadership on collecting Intern and

Resident Information System (IRIS) data for cost reporting

Provides monthly IRIS reports to GME institutional leadership and hospital
leadership tracking programs’ performance

Partners with the reimbursement office to prepare and collect programmatic
GME data needed for hospital CMS cost reporting


People

Provides and fosters an inclusive work environment that encourages staff
engagement and collaboration, establishing a culture of teamwork

Supervises assigned staff, makes hiring and termination decisions, and
reviews and approves timekeeping records

Establishes expectations with all direct reports, holds individuals and work
teams accountable, and ensures job descriptions accurately reflect job
responsibilities and expectations

Evaluates staff performance and makes/recommends associated merit
increase

Provides constructive feedback, coaching and counseling

Implements disciplinary actions and/or performance improvement plans to
achieve desired performance – may work with leadership when major
disciplinary action is necessary or in consultation with Human Resources

Provides opportunities for career development, role expansion, and cross-
training

Monitors department training and orientation plans, ensuring staff meets
competency requirements and participates in appropriate education and
training programs

Responds timely to alleged violations of policies, procedures, regulations and
standards of conduct by evaluating or initiating investigative procedures –
may consult with Human Resources or Compliance to determine appropriate
course of action

Ensures staff maintains current and appropriate professional credentials

Job Description:

This is an onsite role and candidate can work in Bay Area or Sacramento.

EDUCATION
Equivalent experience will be accepted in lieu of the required degree or diploma.

• Bachelor's: Business Administration, Healthcare, Research Administration, Science or related field or equivalent education/experience

PREFERRED EXPERIENCE AS TYPICALLY ACQUIRED IN:

• 8 years experience in clinical/basic research and with medical center procedures.
• 8 years management, supervisory or team lead experience.

SKILLS AND KNOWLEDGE

• Demonstrated knowledge of clinical research concepts, good clinical practices and regulatory compliance.
• Proficient with Microsoft Word, PowerPoint and Excel.
• Demonstrated leadership skills, including team building, and coaching/mentoring with the ability to motivate and engage others.
• Ability to build and establish effective working partnership with employees, peers and/or leaders to achieve business objectives.
• Verbal and written communication, and interpersonal skills.
• Organizational and time management skills, with the ability to prioritize multiple projects while delivering quality service and achieving business results.
• Demonstrates tactical and analytical thinking and planning skills, and is able to develop plan to accomplish objectives, identify obstacles and resolve operational issues.

Job Shift:

Days

Schedule:

Full Time

Shift Hours:

8

Days of the Week:

Friday, Monday, Thursday, Tuesday, Wednesday

Weekend Requirements:

None

Benefits:

Yes

Unions:

No

This position is work from home eligible.

Position Status:

Exempt

Weekly Hours:

40

Employee Status:

Regular

Number of Openings:

1

Sutter Health is an equal opportunity employer EOE/M/F/Disability/Veterans.

Pay Range is $71.53 to $107.29 / hour. Sacramento Valley Pay Range is $62.95 to $94.42 / hour.

The salary range for this role may vary above or below the posted range as determined by location. This range has not been adjusted for any specific geographic differential applicable by area where the position may be filled. Compensation takes into account several factors including but not limited to a candidate’s experience, education, skills, licensure and certifications, department equity, training and organizational needs. Base pay is just one piece of the total rewards program offered by Sutter Health. Eligible roles also qualify for a comprehensive benefits package.

Qualified applicants with arrest and conviction records will be considered for employment. Applicants for specific positions are still required to disclose certain convictions during the application process, and those convictions may also be considered in determining eligibility for employment in accordance with applicable law.

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