At Central Maine Healthcare our team members are committed to providing exceptional care and experiences for our community and for each other every day.

Position Summary: 

Responsible for managing essential components of the Family Medicine Residency (FMR) Program, including accreditation and compliance with ACGME and ABFM requirements, resident recruitment, program evaluation, and medical student programs. Serves as a member of the FMR Program Leadership Team as administrative support and project manager of ongoing, emerging, and urgent programmatic initiatives. Provides global support for faculty, learners, administrative staff and serves as an institutional liaison between the FMR Program, administrative offices, and community partners. Reports directly to the Director of Practice and Residency Operations for administrative oversight but works closely with the Program Director and Associate Program Director(s) in a day-to-day capacity to prioritize tasks.  

Essential Duties:

Operations and Administrative Management

Supervises the Recruiting Coordinator, Scheduling Coordinator, and Medical Student Coordinator.Develops and maintains highly efficient systems for tracking and maintaining data, analyzing data, and preparing reports when needed, including tracking important dates and deadlines and communicating these to relevant committee chairs, faculty and other stakeholders.Maintains up-to-date Policy and Procedures for the residency program and ensures all new faculty, residents, and medical students receive orientation and easy access to Policy and ProceduresMaintain high level of knowledge of requirements for residents to complete duties and ensures FMR Program is equipped at all times.Develop and maintain a system for tracking residents’ progress through residency to ensure they complete all tasks required for graduation, which includes timely updates to ACGME and ABFM RTM.Maintains resident files in compliance with ACGME requirements for current and departed residents.Develops and maintains systems for auditing evaluation completion and ensures all evaluations are completed.  Compiles data and creates platforms to share it appropriately as needed.Partners with program scheduling coordinator, Recruiting Coordinator, and Medical Student Coordinator to ensure residents’ and medical students’ onboarding and training requirements are met.Responsible for managing the logistics of proctoring exams.Participates in assigned committees such as GMEC, CCC, and PEC (not an exhaustive list), which includes maintaining minutes, developing and maintaining appropriate data management systems, and project management.Provides staff education related to committees, including agendas, minutes and reportsDevelops and maintains a system to audit and update the current professional certification, licensure and professional membership for all faculty and residents.Processes and tracks all faculty and resident CME and Travel reimbursements according to CMH policy.Maintain and support the contracts related to FMR Program (Provider Contracts, Resident Stipends, CEAs, and PLAs). 

Accreditation

Maintain a high level of knowledge of program requirements, including ACGME common, specialty, and sponsoring institution requirements; partner with the Program Director and Associate Program Director(s) to ensure compliance with requirements; ensure all accreditation documentation is accurate and up-to-dateManage the annual WebADS review and any additional ACGME/RC review including compiling data.Coordinates the Resident and Faculty survey process required by ACGME. This includes preparation, notification and then ensuring completion. Collaborative completion of any ACGME or RC-FM documents for the accreditation process; responsible for collection and organization of supporting data and participation with all site visits made by accrediting bodies (experience, educational activities, attendance documentation, operative statistics, etc.)Manages the Milestone review process, ensuring Milestone reviews are completed and submitted to ACGME on time.

Recruitment and Orientation

Partner with appropriate institutional departments and officials to develop and maintain marketing information and strategyPartner with Program Leadership Team to manage the annual interview process; participate in applicant screening and selection of applicants to interview; act as a liaison between the program and prospective candidates; develop materials used by faculty during interviewsFacilitate applicant ranking process; prepare ranking materials; participate in applicant rank meetingManage the preparation and submission of the rank list; verify accuracy of statistics used for reporting to national organizationsManage after-Match survey; compile and report statistical dataCollaborate with Orientation Committee and institutional partners to ensure a smooth onboarding process for incoming interns.

Budget and Finance

Supports the development and management of annual budget related to residency program events, medical student events, and medical education.Supports the development and management of invoicing related to medical student rotations.Ensure available funds are optimally utilized and tracked; anticipate budgetary needs, both immediate and strategic; modify budget goals as expectations change throughout the year.Support and tracking of grant funds according to established agreements.  

Perform other duties as assigned. 

Education and Experience:

Bachelor's degree in business, accounting or related field, or equivalent experience working in graduate medical education. Master’s degree a plus.Supervisor experience preferred.

Knowledge, Skills and Abilities:

Working knowledge of GME Databases preferred (ACGME, WebAds, ERAS, New Innovations, ABFM etc.)High degree of professionalism and great attention to detail required. Possess excellent verbal, written, organizational and interpersonal skills to interact with a wide variety of positions within and outside of the organization.Ability to operate independently as a results-oriented decision maker, maintaining professional 
relationships with all levels of personnel within the organization. Ability to independently establish priorities and follow through on all initiatives.Ability to engage patients and team members utilizing the CMH Experience Standards

I am creating a warming, caring, and non-judgmental environment

I am actively listening and seeking information

I am honest, truthful, and consistent

I am respectful, treating all individuals with dignity and empathy

I am serving as a role model, taking both initiative and ownership when appropriate

I am working collaboratively and demonstrating teamwork

I am resilient and adapt to change in positive ways.

Demonstrated ability to direct and triage in a highly fluid dynamic operational environment.Ability to collaborate with all layers of the management/ administration team. 

If you are passionate about making a difference and are looking for your next great career opportunity, we look forward to reviewing your application!