Residency Program Administrator

Partners with multiple physician Program Directors (PDs) in planning and coordinating academic and operational activities of the residency/fellowship programs programs. Assists in the development and implementation of residency/fellowship program eductional and administrative goals. Responsible for ensuring program, faculty, and resident compliance with ACGME and Kaiser Permanente requirements. Provides guidance and advicce on the interpretation and observance of Residency Review Committee requirements, graduate medical education (GME) policies and procedures in matters of importance to the Regional GME enterprise.

• Manages single or multiple (2-4) residency/fellowship programs operational activities and ensures residency program goals and objectives are accomplished.


• Participates with the PD/APD, residents/fellows, and faculty in program evaluation, remediation of deficiencies, and development of best practices improvements to ensure accreditation standards are met and maintained.


• Consults with PD and advises on pertinent issues concerning resident selection, appointment, reappointment, and termination.


• Partners with PD and faculty to ensure efficient and effective residency candidate interview processes.


• Reviews and advises on candidate screening and resident selection.


• Advises PD and assists in responding to and resolving resident issues and program administrative problems.


• Designs processes to address identified problems.


• Organizes residency program workload, monitors status of work in progress, and keeps the PD informed of activity priorities and deadlines.


• Provides guidance on performance and productivity issues.


• Provides management support to residency program personnel (faculty, residents, & staff) by interpreting organizational and departmental policies, standards, operational procedures, and guidelines.


• Creates program-specific policies required for ACGME compliance.


• Assists PD and faculty in the development of program curriculum, including integration and evaluation of core competencies into all educational activities.


• Monitors resident schedules to ensure resident and faculty compliance with ACGME work hours rules.


• Ensures timely logging of duty hours in E*Value.


• Brings discrepancies to the attention of all affected parties for correction.


• Monitors and ensures accurate logging of residents procedural, operative and patient care experiences.


• Brings deficiencies to the attention of PD and faculty for correction.


• Responsible for the development, accuracy and completeness of ACGME Program Information Forms (PIF) and Internal Review documents.


• Serves as liaison between residency program and GME office, as well as various other agencies, organizations, and groups.


• Prepares, distributes, and records a variety of documentation associated with program operations (outside rotations credentials, Program Letters of Agreement, residency verifications, etc.).


• Composes confidential and substantive program correspondence.


• Delegates to residency program secretary.


• Reviews work to ensure all programmatic functions are within guidelines and regulations; completes standard reports and forms for submittal; keeps office personnel informed of changes in regulations or policies.


• Manages computerized information systems related to collecting and storing program data, generating management reports and documentation.


• Designs plans for data gathering and analysis.


• Assures resident/fellow records are compliant with JCHAO requirements and guides clerical staff in maintaining files.


• Monitors resident attendance and submits by-weekly computerized payroll.


• Oversees all resident-related human resources functions including contracts, on-boarding functions, leave and disability documentation, promotion and termination documentation.


• Reads current media sources to keep apprised of changes and current trends within the specialty residency program.


• Applies current information to daily work routine; provides guidance to faculty regarding new information.


• Attends, organizes, and conducts local and regional staff meetings, seminars, workshops, fairs, resident/fellow orientations and physician education training classes.


• Acts as liaison with Medical Board of California to ensure residents timely acquisition of the California medical license and DEA (Drug Enforcement Authorization).


• Designs and implements processes to facilitate problematic licensure applications.


• Attends annual professional conferences to improve knowledge and skills in graduate medical education standards and best practices.


• Supports resident well-being, monitors work environment stress, and facilitates referrals to internal and external psychosocial support professionals.


• Provides region-wide consultation and support for new residency program applications, and re-accreditation site survey preparation, and region-wide educational programs.