Job Details

Healthy Rural California (HRC) is a 501(c)(3) nonprofit dedicated to improving public health, expanding healthcare workforce education, and addressing the most pressing access-to-care challenges in Northern California communities. Reporting to the GME Director and Residency Program Director, theResidency Program Manager leads the administration and daily operations of an ACGME-accredited residency program. As the primary administrative resource for the Program Director, this role supports residents, faculty, Chief Residents, and GME leadership. The Program Manager oversees recruitment, onboarding, scheduling, evaluations, accreditation documentation, and ongoing compliance with institutional and ACGME standards, and supervises a Project Assistant.

Essential Duties and Responsibilities

Resident Program Coordination:

· Oversee the daily operations and program logistics.

· Adhere to procedures and systems that ensure orderly and timely workflow.

· Maintain knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements.

· Implement and update program databases.

· Coordinate with Program Director to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules.

· Coordinate outside electives which include applications to hospital(s), malpractice coverage confirmation, and evaluation forms.

· Coordinate didactic curriculum by inviting guest lectures, tracking attendance, and maintain weekly didactic schedules.

· Process resident and faculty professional organization memberships

· Assist with residents' housing needs.

· Prepare and distribute the yearly and monthly assignment schedules of the residents.

· Distribute, collect, and tabulate all evaluation forms regarding residents, rotations and faculty and compiles and generates feedback for appropriate follow-up and reporting.

· Maintain confidential resident and fellow files.

· Arrange certification and re-certification training courses.

· Assist with resident and program director travel and accommodations for national conferences.

· Serve as liaison with other departments and affiliated institutions.

· Maintain residency committee meeting minutes and develops reports as requested.

· Assist with check requests, travel authorizations, fund reimbursements and expense reports. Maintains necessary records for Medical Education with Accounting Department.

· Maintain biographical information on all residents and update information on alumni.

· Handle highly confidential material for residency, fellowship, faculty, and institution.

· Monitor resident wellness and burnout while coordinating wellness initiatives and Program Evaluation Committee (PEC) to improve program quality.

ACGME Accreditation and Reporting Requirements to External Agencies/Organizations:

· Compiles, updates and submits reports to ACGME and other professional organizations.

· Coordinate ACGME site visits

· Compiles, tabulates and reports data for surveys, questionnaires, census reports, accreditation reports and other forms and documents required by internal and external agencies as directed by the GME Administrator

· Manage milestones by coordinating resident bi-annual review (CCC) and submit Next Accreditation System (NAS) Milestone Data.

· Coordinate the administration of the National In-training Examinations.

· Prepare and distribute all post-graduation verifications.

Collect, compile, submit and maintain all resident reports or projects Resident Recruitment:

· Recruit a diverse range of applicants to the residency program.

· Coordinate meet and greets with Program Director, DIO and others.

· Coordinate communication between applicants and programs via e-mails, telephone and written correspondence.

· Serves as an information source for the program, institution(s) and community.

· Adhere to recruitment plan, timeline, guidelines, and policies and procedures for the department.

· Maintain all interview materials used by faculty, residents and applicant.

· Manage review of residency applications using the ERAS system as directed by the Program Director and/or GME Director.

· Knowledge in National Resident Matching Program (NRMP) for finalizing the rank order list of applicants.

· Coordinates all resident interviews and communications with applicants.

· Coordinates applicants' interview day.

· Plans and arranges interview social activities.

· Manages ERAS software to produce residency applications, reports, and rank list.

· Tracks all evaluation scores of interviewed applicants and prepare data for initial match rank list.

· Sends post interview thank-you letters to all candidates.

· Participate in the resident ranking meeting.

· Administers and reviews post-match survey to applicants, recommends changes to improve next year's recruitment activities.

Coordinates Appointments, Reappointments, and Termination:

· Coordinates general orientation of new residents (includes department, clinical facilities and Healthy Rural California).

· Distribute and monitors the resident appointment and reappointment process.

· Prepares and monitor resident completion and/or termination process under direction of DIO.

· Coordinates Information Service assignments such as pagers, voice mail, and computer access.

· Inform incoming residents of documentation required by the primary institution and state licensing board and maintains records of compliance.

· Coordinate all credentialing requirements of all initial appointments for interns as dictated by the primary and participating institutions as well as state licensing agency.

· Instruct residents from foreign countries regarding the procedures that must be followed with INS, ECFMG and the state licensing board.

· Assist new residents to ensure smooth transition to residency program.

Administrative Support for Residents:

· Assist in creating yearly rotation schedule for residents, including yearly call, conference, and vacation schedules for the program.

· Maintain and updates credentialing records/ curriculum vitaes of core faculty on ACGME site.

· Assist residents in preparation of presentations, abstracts, manuscripts and other documents relating to the Residency Program.

· Provide support to GME committee as necessary.

· Advise residents on policies.

· Attend resident meetings as requested.

· Disseminate/distribute all training-related information for residents.

· Prepare letters of recommendation/verification and maintains career resources for senior residents.

· Prepare and distribute all post-graduation verifications.

· Coordinate with Academic Affiliations.

· Coordinate and track scholarly social and retreat activities

· Assist in ensuring residents log requirements in Med Hub.

· Oversee the tracking of specialty-specific clinical requirements case logs and PRITE exams.

Facilities and Resources:

· Maintain learning materials including books, journals, computers, iPads, and other educational support materials.

· Assist and tutor residents/staff in the use of computers and applications.

· Maintain teaching files and other board study materials for residents.

Other duties:

· Actively participates in professional organizations such as ACGME and other related organizations as needed.

· Attends professional development as needed.

Additional Responsibilities

· Perform other duties as assigned

Qualifications

· Bachelor's degree or equivalent

· Two years of administrative experience and/or program coordination experience required.

· Passion to improve community health outcomes, access to care and mental health in rural and underserved Northern California communities.

· Experience in a dynamic, start-up or new program environment preferred.

· Experience with grant program coordination preferred.

· Exceptional organization skills.

· Ability to independently prioritize work.

· Ability to manage directions from multiple sources.

· Ability to utilize resources effectively.

· Critical thinking and problem-solving skills.

· Effective written and verbal communication skills.

· Ability to adapt and adjust to new or changing situations.

· Exceptional interpersonal and communication skills.

· Ability to maintain confidentiality.

· Understands the dynamics and objectives of the FM Residency Program and its relationship with the Sponsoring Institution (Healthy Rural California) and participating clinical facilities.

· Understands the management structure of the residency and maintain effective relationships with supervisors and coworkers.

· Understands general human resource functions and principles.

· Understands general financial and budgetary processes and principles.

· Understands principles of record keeping and confidentiality (including HIPAA compliance).

· Understands ERAS (Electronic Residency Application Service) software and applications.

· Able to organize, schedule, and prioritize work for self and others to meet deadlines.

· Able to utilize interpersonal skills to work effectively with others.

· Demonstrates proficiency with computer applications, online resources and equipment utilized by the faculty, residents and administration.

· ACGME's Coordinator Core Curriculum expected to be completed within first 6 to 12 months of employment at Healthy Rural California.

Work Environment and Physical Demands

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.

Pay: $72,000.00 - $74,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance
• Work Location: In person