Senior Program Manager

NYU Grossman School of Medicine is one of the nation’s top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

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Position Summary:
We have an exciting opportunity to join our team as a Senior Program Manager.

In this role, the successful candidate The position is responsible for providing operational and administrative leadership and overall direction for the educational and academic affairs of the Department of Orthopedic Surgery for Undergraduate, Graduate, Graduate Medical Education and Continuing Medical Education and reports to the Department Administrator and the Vice Chair for Academic Affairs. The Sr. Program Manager is responsible for planning, organizing and monitoring activities of the Department of Orthopedic Surgery Education, Trainee and Faculty Wellness, Mentoring and Faculty Promotions Mission, and works to interpret and assure compliance with external regulatory and accreditation standards, and institutional policies, procedures and standards. The Sr. Program Manager supports the Departmental Administrator and Vice Chair for Academic Affairs in integrating processes, policies, actions and plans into the strategic initiatives and goals for the Department. The Sr. Program Manager directly supervises a team of residency, fellowship, student and continuing education coordinators and staff, and serves as liaison to the NYU Graduate and Undergraduate Medical Education Offices.

Job Responsibilities:

1. Graduate Medical Education Programs

• Provide direct supervision and evaluation to the Sr. Resident Program Coordinator and the Fellowship Program Coordinator along with the Programs Project Assistants in the education office.
• Provide administrative support services to the Program Directors for the Residency and Fellowship programs.
• Assure compliance with institutional, ACGME, and ABPMR requirements.
• In collaboration with the Residency and Fellowship Program Directors and Coordinators, comply with the ACGME’s Next Accreditation System (NAS), an outcomes-based accreditation process through which physicians will be measured for their competency in performing the essential tasks necessary for clinical practice.
• Act as the liaison between the Residency and Fellowship Programs and the Office of Graduate Medical Education and Medical Staff Office.
• Oversee and coordinate the residency and fellowship interviewing process, including compiling data to formulate the ranking lists in the match.
• Ensure all evaluations and rotations are properly distributed in New Innovations and collected in regular intervals as determined by the Chair, Vice Chair of Academic Affairs and the Program Directors.
• Identifies workflow efficiencies and automation of processes where appropriate.
• Provides guidance in the redesign of workflows from process design to training and development of the education office.
• Manage all relevant administrative activities including payroll and timecard approvals and supervising all administrative staff within the education office.
• Aid the Vice Chair in budgetary  planning for educational programs.
• In conjunction with the Director of Finance, oversee the financial aspects of educational budgets, ensuring compliance with financial policies and procedures.
• Oversees the annual Orthopedic trainee orientation program and annual credentialing process to assure compliance with Institutional Medical Staff, ACGME, DOH and other regulatory requirements and standards. Oversees annual policy review and updates for all GME and UME policies. 
• Oversees and participates in all ACGME related Site-Visits, including new accreditation, re-accreditation, and the 10-year program self-study. Oversees the submission of all follow-up/progress reports from programs, and reviews for completion. 

Attend departmental leadership meetings, including the Monthly Steering Committee, Quarterly Educational Steering Committee (ESC), Quarterly Department Promotions and Appointments Committee (DPAC), Quarterly Mentoring Champion Meetings (QMC), and other meetings as designated.

Undergraduate Medical Education

• Review and revise workflow processes with the management of medical students to ensure a seamless and positive experience for students.
• Assure compliance with LCME requirements.
• Help with other non-medical student orthopedic educational programs such as: The Perry Program, NTV opportunities and other programs as directed by the Vice Chair.

Faculty Appointments and Promotions

• In collaboration with the Vice Chair for Academic Affairs, support the Departments Promotion and Appointments Committee.
• Serve as the Co-lead of the Department of Promotions and Appointments Committee (DPAC), coordinating application reviews, making sure the quorum required to make a recommendation is reached, and preparing the agreed-upon promotion packet for subsequent submission to the School of Medicine (SOM) for approval.

HJD Bulletin

• In collaboration with the Vice Chair for Academic Affairs, support the Departments quarterly Peer Reviewed Journal the Bulletin for the Hospital of Joint Disease. 
• Act as a liaison with the Journals new Publisher
• Make sure the editor is receiving articles.
• Ensure that submissions are being reviewed appropriately.
• Ensuring the spreadsheets are up to date with all submissions and where they are in the editorial process

Mentoring

• Under the direction of the Vice Chair for Academic Affairs work to ensure all initiatives proposed under the Scholarship Pillar of the Departments Strategic Plan are being fulfilled
• Work to ensure that the Departments Mentorship Program is updated and compliant with Departmental Standards
• Ensure all new faculty get paired with the appropriate Mentor
• Provide reports and updates on progress to the Vice Chair for Academic Affairs, Chair and the Department Administrator on a regular cadence
• Maintain all records of mentoring encounters.

Wellness:

• Work with Director, Inpatient and Outpatient Physician Communication for HCAHPS & CGCAHPS, Department of Orthopedic Surgery on implementing Wellness initiatives for the faculty in the Department
• Help to promote activities that engenders wellness for faculty
• Provide updates to the Department Administrator and the Vice Chair for Academic Affairs on progress 

Education Related Budget

• Participate in the development and administration of all program budgets.
• Responsible for the monitoring, reporting, and managing the education budgets and resources
• allocation and assisting the department with following up accounts payable/receivable accounts.
• Review workflow and recommends improvement if applicable to ensure
• appropriate cycle times and efficiency

appropriate cycle times and efficiency.

Additional Administrative Responsibilities

• Creation and distribution of the quarterly Scholarly Newsletter in efforts to promote faculty acknowledgement and wellness. 
• Ensure all staff adhere to compliance and regulatory requirements at NYU Langone Health
• Regularly communicate with key achievements and milestone accomplishments of faculty, trainees, staff, and programs within the appropriate parties
• Other duties as assigned.

Additional Position Specific Responsibilities:

• Adheres to medical center policies and procedures as seen in the staff handbook. Manages staff attendance, sick time, FMLA, and vacation time based on institutional, federal, state and city policies. 
• Maintain and distribute the Department Handbook
• Provides growth opportunities as appropriate for the Residency, Fellowship and Program Coordinators, Senior Coordinator and Project Associate and encourages them to participate in professional development courses and programs as appropriate. 
• Conducts annual performance reviews and supports the development, tracking achievement of staff in accordance with Human Resources and department guidelines and procedures and provide performance feedback continuously throughout the year to ensure employees are performing as expected or better. 
• When necessary, oversees the recruitment, interview, and onboarding process to replace direct reports. Manages all staff personnel actions for the Education Office for the Department of Orthopedic Surgery 
• Performs other duties as assigned. 
• Provides support to special projects and initiatives of Departmental Leadership and Program Directors. 
• Oversees completion of all required external and internal GME surveys, including Duty Hour surveys, ACGME annual reports, PEC minutes, etc. and reviewing results with the Program Directors. 
• Drafts and develops program proposals, new/renewal applications for accreditation with Program Directors for submission to the NYU GME Office, NYU UME Office and ACGME. 
• Oversees management of the ACGME annual program evaluation process for each accredited training program. Reviews the drafts documents prior to submission.
• Oversees management of ACGME WebADS pertaining to all program changes and updates. Reviews the annual
• ACGME ADS program updated prior to submission. Provides administrative oversight for the Programmatic Program
• Evaluation Committees including planning agendas, assuring participation at meetings, follow-up, and reports. 
• Ensures compliance with Joint Commission, ACGME, LCME, Department of Health, hospital policies and procedures, and other laws and regulatory standards pertinent to medical education and student affairs. 
• Guides department education activities and ensures departments response to the needs of the training programs and the overall mission of the educational requirements of the institution and department by establishing goals/objectives and service standards. 
• Participates in the development of long and short term departmental education goals 
• Analyzes and presents program data for continuous quality improvement of education programs 
• Participates in the ongoing systematic needs assessments and evaluation methodologies of each training program in order to comply with ACGME, LCME, SSO, Fellowship Council guidelines. 
• Demonstrates knowledge of the organizations Service Standards and incorporates them into the performance of duties. 
• Provides expert guidance, editorial input, data and reports, presentation materials, and other input as needed to Departmental Leadership. 
• Develops and implements strategic goals related to management of the education mission for Orthopedic Surgery including program development related to ACGME requirements. 
• This individual will work directly with the Vice Chair for Academic Affairs and Program Directors to: Oversees all aspects of the accredited training programs for the Department of Orthopedic Surgery 

Minimum Qualifications:
To qualify you must have a healthcare administration. 3+ years must be managerial oversight of a program. Candidates must be extremely organized, able to multitask & delegate, have superior communication and interpersonal skills and a close eye for detail. Progressive experience in program/project coordination, meeting planning, Special events experience, a strong knowledge of GME and ACGME policies and procedures, NYU finance/accounts payable processing, New Innovations and UME policies is required. Excellent communication skills; organizational skills, plus excellent interpersonal skills essential. The ability to multitask, manage various programs/event and work independently is vital.

Preferred Qualifications:
1. Masters degree in Business or Public Administration, Education, Public Health, or related field.
2. Minimum of five years of progressively responsible related experience including managing people, or equivalent combination of education and experience in this area.
3. Knowledge of regulatory and accreditation standards, hospital policies, procedures, and standards.
4. Demonstrable proficiency with Google Drive (Docs, Slides, Sheets, Calendar), Microsoft Office Suite (Word, Excel, PowerPoint), and Adobe Acrobat.
5. Strong project management skills and the ability to balance and effectively prioritize numerous projects from initiation to completion.
6. Effective oral and written communication skills, cultural awareness, discretion, and the ability to exercise professional judgment, particularly in sensitive situations.
7. Ability to interact effectively with all levels of staff and management and communicate effectively with both internal and external customers.
8. Ability to work within a team environment as well as independently.
9. Strong organizational and time-management skills, and the ability to prioritize tasks and consistently deliver on deadlines.
10. Ability to manage sensitive and confidential information professionally.
11. Willingness to travel occasionally for professional association conferences and meetings.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you’ll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it’s developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

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NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $115,000.00-$130,000.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

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