The Institutional Program Manager (IPM) provides immediate support to GME Leadership in the day-to-day operations of the Department of Graduate Medical Education (GME). The IPM will act as an administrative liaison between the GME office, residency program administration, trainees, and internal/external stakeholders. Will create, plan, implement and continually assess, evaluate, and manage a wide range of programmatic responsibilities at the institutional level including HR and administrative processes, compliance activities, resident recruitment, project development, workflow review, database management, faculty and resident communication. Fosters and maintains strategic external relationships to enhance GME’s academic capacity at Meharry Medical College. Acts as an educational liaison to ensure compliance with ACGME standards.

Daily Operations

GME Administrative, Compliance and Management:

• Lead and manage workflow for residency program managers. Manages centralized efforts services while optimizing efficiency and ensuring smooth administrative operations across programs.

• Management of Compliance Activities - Resident Training License, Immunization, maintains current knowledge of state licensure requirements;

• Coordinate and execute GMEC - prepare for meetings, finalize agenda and take minutes. Ensure GMEC records and documentation are ACGME compliant.

• Manages system standardization for resident orientation, onboarding, advancement and exiting, including processes and sharing of documents between programs, coordinates HR and administrative functions

• Management, coordination, and execution of all annual GME educational events and activities (Resident Research Day, DIO Town Hall meetings, GME Retreat, Compact, Graduation, Business of Medicine, etc)

• Provides oversite for the maintenance of GME resident training files and other required file systems for maintenance of accreditation.

• GME Budget/Finance duties include: affiliate billing, monitoring expenses, managing and providing oversight day-to-day financial activities, assists with monthly/annual budget reporting and forecasting

• Creates and distributes internal and external reports to be reviewed by GMEC and GME Leadership. Assist DIO and director with annual reports.

• Affiliation agreements/contracts: ensure all affiliation agreements and contacts are maintained

Recruitment: Assist GME Director in GME recruitment and retention efforts.

• Tracking and capturing pertinent recruitment and retention data

• Ensuring each program’s website is up-to-date with relevant recruitment information for applicants

• Planning and coordinating recruitment events at the local and regional levels to increase awareness and knowledge of MMC residency programs

• Assisting GME Director with completion of institutional recruitment reports

Residency Management Systems

Leads execution of functions and responsibilities for the GME office and programs utilizing New Innovations/MyEvaluation such as in the rotation scheduling, billing process, management of GMEC, onboarding, advancement, exiting, licensing, compliance, etc.

Performs other related duties as assigned.

Required Skills

• Microsoft Word, Excel, PowerPoint, Microsoft Outlook 360
• Knowledge of web based data systems such as Novatus, Banner, Kronos, ERAs, ACGME WebADs, GME Track, and NRMP
• Must possess the ability to function independently and know when to escalate issues to achieve and maintain high levels of successful project completion
• Must demonstrate critical thinking, problem-solving, and independent decision-making skills
• Must demonstrate well-developed assessment, evaluation and organizational skills
• Must be detail oriented
• This position requires the ability to handle sensitive information with absolute confidentiality
• Must possess skills and abilities in accreditation and compliance
• Must possess skills and abilities in project and event development
• Must possess skills and abilities in budget development and management
• Excellent interpersonal, oral, and written communication skills and the ability to work effectively with a diverse community.

Required Education and Experience
• Bachelor’s degree from an accredited college or university
• Minimum two (2) years of related experience
• High level administrative and management experience