The GME Program Associate partners with the Residency, Fellowship, and Medical Student Program Managers and all Program Directors/Faculty within the Department of Obstetrics, Gynecology, and Womenâ™s Health. Responsible for addressing or coordinating responses to all matters related to the Department trainees. Point of contact for all internal and institutional stakeholders. Responsible for tracking and ensuring trainee compliance with administrative and curricular requirements for graduating and board certification. Responsible for successful and efficient management of recruitment, onboarding, and scheduling. Assist with compliance with all programmatic, institutional, & national governing policies & regulations.
Responsibilities: Residency Program Management (70%)
Program Scheduling: work with program coordinator, resident schedulers, program & site administration to input & maintain detailed rotation, call, & clinic schedules; develop & maintain educational conference schedules; oversee & manage PTO calendars and tracking
Program Recruitment: assist & manage all aspects of annual trainee recruitment
Program Events: assist & manage with all aspects of Research Day, Graduation, Department Appreciation/Welcome Picnic, Orientation, Boot camp, trainee retreats, wellness events, and In-Service Exams
Program Communication: create & manage program newsletters, website, & Google Sites; develop and implement ongoing document process improvement
Program Finance: create & process expense reports, purchase orders, & check requests for program expenses as necessary; work with google forms to manage financial forms & submissions; set up Vendors within the EFS to process payments as needed
Program General Support: administer trainee verification process; document retention, quality assurance & ongoing project management; participation in both departmental committee meetings & institutional program meetings; serve as key department resource
Assist with interest group reimbursements and events
Program general support: global health meeting schedule & administrative support for Global Health track
Grand Rounds & Departmental Education Activities (10%)
Provide administrative support for logistics related to departmental educational events
Provide administrative and technical assistance at monthly Grand Rounds
Provide back-up and support for Grand Rounds administrative coordinator
Tasks as assigned
This is a Monday â“ Friday, 8:00am -4:30pm, position that will initially start as an in office position, transitioning to a hybrid model after initial training. Expectations for on-site work is 30%- 50%, flexibility is required for program related events.
All required qualifications must be documented on application materials
Required Qualifications:
High School Diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience
Demonstrated experience with process improvement, detail coordination & project management
Ability to exercise independent judgement & discretion
Demonstrated interpersonal & customer service experience in a multi-tasking environment
Demonstrates resourcefulness; identifies errors and problem solves
Excellent written, oral and presentation skills
Preferred Qualifications:
Experience with both small and large group, formal and information presentations
Proficient Microsoft Office skills to include Word, Excel, and PowerPoint
Proficient with Google to include: Calendars, Documents, and Drive
Ability to deal effectively with ambiguity and exercise a large amount of independent judgement and discretion on important matters
Establishes and maintains collaborative working relationships with all internal and external stakeholders from diverse backgrounds at all levels of the organization
Self-motivated and strategic thinker
Customer service orientated and/or experience
Tolerates stress, adapts to change, and remains professional when receiving new or changed work direction
Working knowledge of GME and UME infrastructure
Knowledge and/or expertise of the following software systems: PeopleSoft, EFS, Medis, EValue, New Innovations, Amion, myTipReport, and Qualtrics
Can work in a diverse environment remaining positive, proactive, resourceful, and efficient
Advanced Microsoft Office and Google Office skills
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
