Emergency Medicine Association
of Residency Coordinators
Residency Program Administrator/Manager- Emergency Medicine
Job Description
Job Summary:
It is the responsibility of the Residency Program to provide a structured educational
program for the benefit of the residents.
The Residency Administrator/Manager, under the supervision of the Program Director
directs the daily operation of the residency program office ensuring smooth flow of
planning, preparation and execution of activities related to maintaining program
accreditation, residency recruitment, resident education and wellness.
Acts as a resource for the Program Director and residents and provides ongoing
guidance to other program staff. Is responsible for administration of the residency
program in accordance with the Accreditation Council of Graduate Medical Education
(ACGME)/American Osteopathic Association (AOA) accreditation requirements
The Residency Program Administrator/Manager provides administrative support to the
Program Director of the residency and fellowship programs(if applicable), Chief
Residents, and acts as an educational liaison between attending physicians, residents,
fellow(s), medical students and institutional and regulatory administrative offices. The
Residency Administrator/Manager is a member of the Residency Education/Curriculum
Committee/Clinical Competency Committee and Program Evaluation Committee.
Serves as a representative and liaison for the Residency in cooperative efforts with the
Emergency Medicine faculty, other specialty departments, outside institutions, GME
Office, Registrar’s Office and Medical Staff Office
The Residency Program Administrator/Manager provides supervision to other program
support staff including the Residency Program Coordinator/Assistant.
Essential Qualities:
Demonstrate leadership skills
Possess exceptional administrative and organizational skills
Able to work independently with minimal supervision
Able to supervise and delegate
Able to use resources effectively
Possess critical thinking, problem-solving and decision-making skills
Able to prioritize and meet deadlines
Able to set goals and to plan long-range
Possess effective written and verbal communication skills
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Possess proficient computer skills
Able to adapt and adjust to new or changing situations
Able to function well under stress
Possess exceptional interpersonal skills
Able to maintain confidentiality
Basic Knowledge Requirements:
Understand and apply Emergency Medicine and sub-specialties (if applicable)
program accreditation requirements and guidelines, as well as all other governing
agencies.
Understand the organizational structure of Emergency Medicine and the
relationship between the program, the accreditation and institutional entities.
Utilize interpersonal skills to work effectively with others: is an active listener and
is fair and nonjudgmental.
Understand and apply general human resource functions and principles.
Understand and apply general financial and budgetary processes, principles and
planning.
Understand principles of record keeping and confidentiality (including HIPAA
compliance).
Understand graduate and continuing medical education.
Understand department and institution policies and implementation of these
policies within prescribed limits of authority.
Understand recruitment activities and applicable software.
Is proficient with computer applications, online resources and equipment utilized
by the program, department and institution.
Understand the pressures that physicians face and encourages residents to use
appropriate wellness tools.
Demonstrate an ongoing commitment to improving the performance and skill of
co-workers.
Participate in institutional, departmental, community, and/or national meetings to
remain informed about current academic trends and processes.
Education/Knowledge Required:
Bachelor's Degree and 3 year graduate medical education experience or 5 years of
experience in a graduate medical education setting.
National Board for Certification of Training Administrators of Graduation Medical
Education Certification in Emergency Medicine is preferred.
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Program Director and Program Administrator Manager Interactions:
Act for and regularly make decisions on behalf of the Program Director, within
prescribed limits of authority.
Assume leadership role, under the direction of the Program Director, in
accreditation and re-accreditation activities.
Assist program director in maintaining program accreditation, institutional and
departmental compliance.
Develop and recommend residency program policies and procedures.
Assist in resident counseling meetings regarding educational planning,
remediation, and disciplinary actions, etc.
Ensure that the Program Director, faculty and residents receive administrative
support.
Prepare and manage residency department budget.
Schedule and prepare agenda for Residency Education, Curriculum Meeting,
Clinical Competency Committee, Program Evaluation Committee and other
departmental meetings as directed by the Program Director.
Assist the Program Director and Chief Resident(s) with block and assignment
schedules to ensure accreditation compliance regarding duty hours
Supervise residents in a non-clinical setting.
Assist Program Director in the faculty development process.
Initiate actions that improve the efficiency of work, reduction of costs, and/or
improvement of quality of services.
Administrator to the EM Residency Program, Subspecialities and Fellowships
Oversee the daily operation and logistics of the residency and, fellowship (if
applicable) program. Direct the work flow and supervises the necessary
administrative paperwork, records and complex filing systems to support the
program.
Oversee projects to achieve Emergency Medicine Residency goals and
objectives.
Act as a role model/mentor to the residents and others.
Oversee medical student clerkship logistics.
Provide guidance for residents and students to meet educational objectives.
Oversee and assist with enforcement of program and resident compliance
according to the policies and regulations set by the accreditation council,
program, department, and institution.
Ensure and maintain confidentiality and security of all resident’s files, including
personnel files.
Act as a liaison between program, other departments and affiliated institutions.
Oversee the human resource functions at the departmental level, including leave,
travel, and other personnel questions.
Participate in program quality improvement.
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Assist in the development of new tools and training techniques to assist residents
in obtaining a greater fund of knowledge.
Ensure that training resources are current.
Manage facilities and space required for residency purposes.
Direct the annual revision of residency handbook and assist the Program Director
in the creation and implementation of new policies and procedures.
Provide communication to faculty and residents to ensure compliance with
established policies and procedures.
Administration of the ACGME/AOA accreditation and reporting requirements to
external agencies organizations:
Ensure compliance and maintain an updated fund of knowledge of current
ACGME/AOA accreditation requirements for the program and institution(s).
Ensure all accreditation documentation is accurate and up to date to meet the
ACGME NAS and Milestones requirements for the program.
Manage annual accreditation reviews and site visit preparations.
Manage the preparation and submission of report to governing bodies and
professional organizations.
Manage the preparation and submission of all post graduate training
verifications.
Develop new policies and procedures in response to new or revised policies
issued by governing agencies ensuring compliance with ACGME/AOA
requirements for approval by the Residency Education/Curriculum
Committee/Clinical Competency Committee/Program Evaluation Committee.
Resident and Fellow Recruitment:
Ensure program is well represented in a positive and accurate manner through
verbal and written communication, including websites, interest groups, residency
fairs, brochures, personal interaction, etc.
Develop and oversee the updating of recruitment information (websites,
brochures, application software services).
Act as liaison between program and prospective candidates.
Assist in the applicant screening and selection of resident applicants to interview.
Oversee the organization of the interview day, including materials, schedule,
meals, events, etc.
Participate in interviewing residency applicants.
Manage the preparation and submission of the rank list to the NRMP or the NMS.
Oversee applicant feedback to improve the recruitment process.
Develop and represent programs' image and exposure through emergency
medicine interest groups, residency fairs, visits and/or communication with
medical schools, advertising, the Internet, and other image-building techniques.
Implement residency program recruitment plan, time-line, guidelines, and policies
and procedures for the department.
Develop all materials used by faculty during interview of candidates.
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Oversee ERAS installation and applications for the department.
Prepare applicant ranking materials.
Participate in the resident ranking meeting.
Prepare and accurately submit final rank list to the NRMP or the NMS.
Verify accuracy of statistics used for reporting to FREIDA, AMA and National
Resident Matching Program (NRMP) or the National Matching Service (NMS).
Appointments, Reappointments & Termination
Oversee the credentialing process for initial appointment, reappointments and
termination.
Ensure residents are compliant with current documentation for licensing and
institutional requirements.
Ensure that licensing and credentialing processes for foreign medical applicants
are adhered.
Oversee the orientation of the new residents, including training and accesses to
institutional systems (pager, dictating, security access, phone, computer, etc.).
Assist with the transitioning of new residents into the program.
Oversee general orientation of new residents and fellows (includes department,
clinical areas and institution).
Ensure that incoming residents are informed of documentation required by the
primary institution and state licensing board and maintain records of compliance.
Assist and advise Program Director/Chief Resident(s) in creating yearly rotation
schedule for residents, incorporating curriculum requirements, and creating
yearly call, conference, and vacation schedules for the program.
Additional Software and Equipment Skills:
Windows applications
Graphics applications
Spreadsheet applications
Internet applications
Electronic Residency Application System (ERAS)
Institution Patient Information Systems
Institution/Department Intranet
University/Institution computerized financial system
Resident Tracking Software applications
Standard Office Equipment
Scanner
Audio-Visual Equipment
Additional Duties and Responsibilities:
Participate on institutional committees as required.
Actively participate in professional organizations such as EMARC.
Attend at least one professional development meeting per year.
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Serves as Notary Public for the residency (recommended).
This description is a general statement of required major duties and responsibilities
performed on a regular and continuous basis. It should not be held to exclude other
duties not mentioned that are similar in nature as applicable to knowledge and skills.
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