Transitional Residency Program Manager
With oversight and direction from the Program Director and the Administrative Director, the Program Manager is responsible for the daily operational management of the Transitional Residency Program. The position requires a comprehensive and detailed understanding of ACGME accreditation policies, as well as a high degree of initiative and independent judgment. The Program Manager will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and residents regarding a range of issues, and managing internal and external program relations.
Job responsibilities include:
- Regularly meeting with the Program Director to discuss office operations, project progress, and identify areas for improvement.
- Proactively evaluating workflow and cost-effectiveness, offering actionable recommendations to the Administrative Director to enhance program performance and efficiency.
- Collaborating with other Program Leaders in the development and implementation of program-level policies.
- Leading the day-to-day administration and strategic management of the designated residency/fellowship program(s), ensuring seamless operations across all functional areas, including clinical education, finance, human resources, compliance, and accreditation.
- Serving as a key advisor and operational partner to the Program Director and faculty, supporting the design, implementation, and continuous improvement of the program's educational objectives and strategic initiatives.
- Interpreting and ensuring compliance with ACGME, national accrediting agencies, and hospital policies.
- Developing and implementing strategies to maintain compliance and mitigate risks while aligning with institutional standards.
- Providing comprehensive managerial support to residents and fellows, serving as the primary liaison between trainees, hospital leadership, and external stakeholders.
- Cultivating and maintaining strategic partnerships with affiliated hospitals, clinics, and medical organizations to enhance program operationsspecifically in areas such as recruitment, onboarding, orientation, and the coordination of external rotations.
- Ensuring consistent communication and alignment between all parties to support trainee success and program goals.
- Leading the planning, coordination, and execution of key residency and fellowship program events, including recruitment activities, orientation, graduation ceremonies, faculty retreats, and other academic functions.
- Ensuring all events are strategically aligned with institutional priorities, accreditation standards, and program timelines.
- Overseeing logistics and communications to promote engagement, professionalism, and a cohesive program culture.
- Ensuring timely and accurate dissemination of institutional and program-specific policies and procedures to all residents and fellows, in collaboration with the Designated Institutional Official (DIO) and Program Director.
- Developing and implementing effective communication strategies to promote clarity, compliance, and accountability, fostering a well-informed and policy-aligned learning environment.
- Working with Program Director and Human Resources to administer coaching, counseling, or corrective action as appropriate.
- Working in close partnership with the medical staff credentialing office to ensure compliance with all licensing, moonlighting, and credentialing procedures for residents and core faculty.
- Implementing systems to track and manage compliance.
- Managing all materials related to specialty-specific trainee exams and overseeing exam proctoring, ensuring compliance with institutional guidelines and national standards.
- Managing databases containing resident and faculty data, including New Innovations.
- Overseeing the evaluative processes for trainees, faculty, and program rotations, ensuring data integrity and timely reporting.
- Overseeing the development and management of resident call schedules.
- Providing strategic oversight of resource allocation, including office systems, records, and distribution of materials.
- Managing the residency program's annual budget, evaluating financial needs, and advising the Program Director on expenditures.
- Overseeing the acquisition of equipment and training materials, ensuring cost-effectiveness and alignment with program needs.
- Managing the organization of meetings, conferences, and lectures.
- Developing and overseeing the creation of promotional materials, brochures, and communications related to program events and external engagement.
- In conjunction with the Undergraduate Medical Education Coordinator, managing medical student rotational availability.
- Overseeing the creation and maintenance of external program advertising and media, including websites, brochures, and publications.
- Managing the program's digital presence and ensuring consistent branding.
- Managing the ERAS database and overseeing all processes during the residency program's recruitment season.
- Coordinating interviews, ensuring timely review of applications, and advising faculty on applicant evaluations.
- Overseeing all NRMP responsibilities, ensuring compliance with match procedures.
- Managing communications with matched residents and facilitating their onboarding process.
- Assisting with quota review, rank list development, and certification in NRMP.
- Managing the verification and tracking of resident status and activities.
- Leading the preparation for ACGME Site Visits and internal reviews, ensuring all documentation and processes are in compliance.
- Providing strategic support for accreditation efforts.
- Overseeing the monitoring of residents' work hours and procedure logs, ensuring compliance with ACGME requirements through regular review of New Innovations reports.
- Managing inquiries from residents and applicants, ensuring timely and appropriate resolution of issues.
- May supervise, train and guide new coordinators or administrative assistants within the residency program.
- Overseeing and monitoring budget allocations for key program initiatives, including applicant recruitment, orientation, and graduation activities.
- Regularly reviewing expenditures with the Program Director to ensure alignment with the approved annual budget and institutional financial policies.
- Providing strategic guidance on program spending and securing appropriate approvals for all related expenses.
- Independently managing educational service agreements with faculty, medical groups, or academic institutions.
- Managing the accurate tracking and reconciliation of program-related expenditures, including the timely processing of educational service payments.
- Collaborating with hospital, regional, and GME leadership to provide detailed budgetary information and financial reports, supporting fiscal accountability and strategic resource planning.
- Taking on additional duties as assigned by the Program Director or ADME, contributing to the overall success of the UHS GME programs.
Qualifications:
- Education/Training/Experience: Bachelor's degree required. Minimum of one year experience in a full time academic and/or educational program coordinator role, required. In lieu of Bachelor's degree, a minimum of five years' experience in a full time academic and/or educational program coordinator role required.
- Required Skills: Excellent written and verbal communication skills. Ability to organize information and multi-task/manage multiple priorities. Ability to handle sensitive information with absolute confidentiality. Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint. Ability to make decisions independently and escalate appropriately. Experience working with New Innovations web-based software or other web-based GME Program Management Software Ability to demonstrate appropriate platform/facilitation skills. Consistent demonstration of professionalism through language, body language, appearance, actions, etc.
- Certifications/Licenses: NA
This opportunity offers the following:
- Challenging and rewarding work environment
- Competitive compensation & Generous Paid Time Off
- Excellent Medical, Dental, Vision and Prescription Drug Plan
- 401k plan with company match and discounted stock plan
- SoFi Student Loan Refinancing Program
- Student Loan Repayment Assistance Program
- Career development opportunities within UHS and its 300+ subsidiaries!
More information is available on our Benefits Guest Website: Benefits.uhsguest.com
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