Program Manager – Ronald Perelman-Emerg Med

Job Responsibilities:

1)Administrative
a. Serve as the primary administrative partner to the Residency Program Director, overseeing the coordination of program operations and facilitating effective communication and collaboration among residents, program leadership, program coordinators, faculty, Vice Chairs, and the Department Chair.
b. Actively participate in departmental, institutional, and education-related meetings, committees, and initiatives as assigned. Contribute to planning, decision-making, and implementation of departmental and educational priorities, and assume additional responsibilities and special projects as directed by the Assistant Director of Education, Department Administrator, Department Chair, Vice Chair of Education, and Program Directors.
c. Serve as a key liaison between residents, faculty, and program leadership, facilitating communication, addressing programmatic needs, and ensuring appropriate follow-up and resolution of issues.
d. Serve as the primary administrative liaison between the residency program and the GME Office, coordinating program requirements, communications, submissions, and institutional processes and ensuring timely follow-through on outstanding items.
e. Ensure residents are compliant with current documentation for licensing and institutional requirements. Verify accuracy of statistics used for reporting to FREIDA, AMA and National Resident Matching Program (NRMP).
f. Oversee and continuously optimize the resident onboarding process, ensuring the successful and timely integration of incoming residents and compliance with departmental, institutional, GME, and participating site requirements. Responsibilities include:
i. Oversee the development and maintenance of the annual resident block schedule, ensuring efficient rotation and resource allocation to support program objectives, and Balance of Trade requirements are met. Oversee resident payroll and benefits administration and coordinate the credentialing and onboarding process for incoming residents across
participating hospitals, ensuring completion of site-specific and regulatory requirements.
ii.Oversee enrollment and completion of required institutional and program-specific training, modules, systems access, and other onboarding requirements.
iii. Coordinate and help lead new resident orientation, collaborating with program leadership to develop orientation content, communicate program expectations and resources, and support residents successful transition into the program.
g. Oversee the resident moonlighting and Extra Work for Extra Pay processes, ensuring appropriate review, approval, submission, and tracking of applications in accordance with GME, institutional, and program requirements. Review requests and relevant program considerations and provide recommendations to program leadership regarding resident eligibility and approval, as appropriate.
h. Oversee the administration and facilitation of the annual In-Training Examination, ensuring appropriate planning, coordination, compliance with examination requirements, and successful execution.
i. Work with the Assistant Director of Education, Assistant Director of Finance, and Department Administrator to oversee, review, and maintain the overall Education budget and program-specific budgets. Monitor spending and budget performance, identify and communicate anticipated needs or variances, and recommend appropriate use and allocation of funds to support educational programs and priorities. Manage the GME Admin account, including but not limited to:
i.Coordinate submission of resident book fund and conference stipend requests. Track resident spending and available balances for these stipends.
ii. Coordinate reimbursements and requisitions for residency and education-related expenses.
iii. Monitor education-related expenditures and available funds throughout the fiscal year and provide recommendations regarding budget utilization, anticipated expenses, and opportunities to support educational initiatives.
j. In collaboration with the Finance Coordinator, they are responsible for tracking each housestaff members use of the transportation benefit and ensuring compliance with applicable tax policies. This includes maintaining accurate records, sending monthly communications, and taking any necessary action to ensure ongoing compliance.
k. Partner with program leadership to coordinate and oversee the implementation of resident remediation and performance improvement plans, ensuring appropriate documentation, tracking of requirements and milestones, timely follow-up, and adherence to institutional and GME policies.
l. Ensure all necessary documentation for each rotating site is up to date as well as oversee the management of out- electives (including malpractice insurance).
m. Collaborate with and provide operational support to members of the EM Education Team as needed, contributing to cross-program initiatives, departmental priorities, and continuity of education operations.
n. Partner with the Vice Chair for Education to plan the annual Grand Rounds speaker series, including identifying and recommending prospective speakers and coordinating speaker visits. Maintain and regularly update a pipeline of prospective speakers based on recommendations received throughout the year and provide recommendations for consideration during annual Grand Rounds planning.
o. Manage the Department of Emergency Medicine Grand Rounds program, overseeing all aspects of planning and execution. Ensure the annual calendar and speaker schedule are established and maintained; oversee speaker communications, logistics, and required financial processes; and coordinate activities leading up to and on the day of each Grand Rounds session to ensure successful execution.
p. Oversee the CME application and administration process for departmental educational programming, ensuring timely submission, appropriate documentation, and compliance with institutional CME requirements and standards.
q. Oversee the maintenance and management of resident files and records, ensuring documentation is accurate, complete, current, and maintained in accordance with institutional, GME, ACGME, and applicable regulatory requirements.
r. Develop initial drafts of GMEC proposals for review by program and departmental leadership, including reviewing requirements, recommending appropriate content and language, and incorporating relevant programmatic information. Conduct initial Balance of Trade analyses, identify potential concerns or discrepancies, and provide findings and recommendations to program leadership for review.
s. Oversee the residency programs web presence, ensuring content is accurate, current, and reflective of program priorities, recruitment efforts, and institutional standards.
t. Oversee and provide guidance to the Education Coordinator in the postgraduate verification process, ensuring requests are completed accurately and within established timelines and addressing escalated or complex requests as needed.
u. Oversee the maintenance of departmental education distribution lists, including resident classes, residency leadership, education leadership, and other relevant groups, ensuring information remains accurate and current.
Partner with education program leadership and key departmental stakeholders, including faculty and administrators, to assess program operations and workflows, identify opportunities for improvement, and recommend and coordinate implementation of process or programmatic changes.

2) Program Accreditation
a. Oversee the administrative management of the residency programs accreditation and compliance activities, ensuring adherence to applicable policies, procedures, and requirements of NYU Grossman School of Medicine, the GME Office, and the Accreditation Council for Graduate Medical Education (ACGME).
b. Maintain comprehensive and current knowledge of ACGME requirements, institutional GME policies, and accreditation standards. Interpret and
communicate relevant requirements to program leadership and education staff and provide ongoing guidance, training, and professional development to program coordinators to support continued compliance.
c. Oversee the administrative coordination of Clinical Competency Committee (CCC) processes, including establishing expectations and timelines for coordinators, monitoring completion of required activities, and ensuring timely and accurate submission of resident Milestones in WebADS.
d. Partner with the Residency Program Director, Associate Program Directors, and GME Office to plan and implement changes to the training program. Conduct initial review and analysis of proposed changes, identify applicable institutional and accreditation requirements, and coordinate processes such as GMEC proposals and Balance of Trade analyses
e. Oversee and project-manage the Annual Program Evaluation (APE), Program Evaluation Committee (PEC), and Program Improvement Plan (PIP) processes throughout the academic year. Maintain the annual PIP tracker, monitor progress toward identified goals and action items, and ensure appropriate follow-up and documentation.
f. Serve as the administrative project manager for the PEC process, proactively reviewing PIP progress and relevant program data throughout the year and partnering with the Program Director and Associate Program Directors to identify areas requiring PEC review, discussion, or action.
g. Review findings and recommendations resulting from APEs, internal reviews, accreditation activities, and site visits in collaboration with program leadership; coordinate implementation and tracking of resulting improvement initiatives and provide recommendations regarding appropriate administrative actions and follow-up.
h. Lead the administrative preparation for ACGME accreditation and institutional site visits in collaboration with the Program Director and GME Office. Establish timelines and deliverables, oversee preparation of required documentation by program coordinators, review materials for completeness and accuracy, and ensure program readiness.
i. Oversee GME, ACGME, and institutional survey processes, including proactively preparing and developing materials to support program leadership, faculty, and residents in advance of survey administration; ensuring accurate and timely completion; reviewing and analyzing survey results to identify trends, areas of concern, and opportunities for improvement; and providing recommendations to program leadership regarding appropriate follow-up actions and programmatic improvements.
j. Coordinate the preparation, review, and submission of documentation for accreditation applications, continued accreditation activities, and other periodic institutional or ACGME reviews.
k. Support departmental implementation of Clinical Learning Environment Review (CLER) initiatives by communicating requirements and priorities to residents, faculty, and education staff and coordinating program-level activities as appropriate.
3) Evaluations
a. Oversee the residency programs evaluation framework, ensuring evaluation tools remain current and appropriately aligned with applicable ACGME Milestones, program requirements, and educational objectives. Identify gaps in evaluation coverage and recommend updates to ensure comprehensive assessment of resident performance.
b. Oversee the administration and management of evaluations within New Innovations, establishing expectations and workflows for the coordinators and ensuring the accurate and timely creation, assignment, distribution, and completion of evaluations, including rotation, faculty, peer, and other required assessments.
c. Partner with the Program Director and Associate Program Directors in the annual evaluation of the program, residents, and faculty, coordinating the collection and preparation of relevant evaluation data and materials and identifying trends, gaps, or areas requiring further review by program leadership.
d. Lead the annual administrative review of the programs evaluation tools and processes, assessing their effectiveness, relevance, completion rates, and alignment with program and accreditation requirements. Provide recommendations to the Program Director and Associate Program Directors regarding modifications to evaluation content, structure, workflows, and overall evaluation strategy.

4) Recruitment
a. Lead the administrative management and strategic planning of the residency recruitment and interview season, ensuring processes are conducted efficiently and in accordance with program, institutional, and applicable Match requirements.
i. Oversee the Education Coordinators responsible for interview scheduling, faculty participation, applicant communications, and recruitment logistics. Establish timelines and expectations, monitor progress, and provide guidance and support to ensure successful execution of the interview season.
ii. Develop and oversee the residency programs recruitment and marketing strategy to ensure the program is represented accurately and effectively to prospective applicants. Oversee recruitment materials and outreach efforts, including the residency website, recruitment fairs and conferences, brochures, presentations, and other applicant-facing resources; identify opportunities to enhance the programs recruitment efforts and candidate engagement.
b. Provide oversight and direction to the Coordinators throughout the recruitment process, including:
i. Establish and oversee interview scheduling processes to support efficient use of faculty, leadership, and program resources.
ii. Oversee the development and preparation of interview materials and applicant communications, reviewing content for accuracy, quality, consistency, and alignment with program recruitment priorities.
iii. Oversee pre-interview and interview-day operations, troubleshooting escalated logistical or technical issues and identifying opportunities to improve the overall applicant experience.
c. Lead the administrative coordination of the residency Match process in partnership with the Program Director and program leadership, including:
i. Plan and coordinate rank meetings, prepare relevant applicant data and materials for leadership review, and ensure appropriate documentation and completion of required Match-related activities.
ii. Oversee the preparation, entry, review, and finalization of the Rank Order List in collaboration with the Program Director, ensuring accuracy, completion of required processes, and adherence to applicable institutional and Match requirements.

5)Meetings
a.Attend Program Coordinator meetings held by the GME Office
b.Attend monthly GME Committee meetings held by the GMEO
c.Serve as an active member of the Residency Leadership Team and facilitate weekly Residency Leadership Meetings. Develop and manage the meeting agenda in collaboration with program leadership, proactively identify operational and programmatic matters requiring discussion or decision, and ensure appropriate follow-up on action items and outstanding initiatives.
d.Meet regularly with the Program Director to review program operations, priorities, accreditation and compliance matters, ongoing initiatives, and emerging needs. Provide administrative and operational perspective, recommendations, and relevant data to support program planning, decision-making, and strategic direction.
e.Lead the development of agendas and preparation of supporting materials for Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) meetings. Partner with the Program Director and Associate Program Directors to proactively identify required and relevant areas for review and discussion, ensure appropriate data and documentation are available, and coordinate follow-up on resulting action items

6)Graduating Residents
a. Oversee the graduating resident completion and offboarding process, ensuring all required program, GME, ACGME, and institutional requirements are completed prior to graduation. Oversee the compilation and review of documentation required for the Program Directors final evaluation and exit meeting, including summative evaluations, procedure logs, Milestones, and other required records; identify outstanding requirements and ensure appropriate follow-up and resolution.
b. Lead the planning and execution of the annual resident graduation, including identifying and recommending the graduation venue, developing the event agenda and program in collaboration with program leadership, overseeing the budget and vendor arrangements, and directing all event logistics, communications, and coordinator responsibilities to ensure successful execution.
c.Oversee the preparation and distribution of required graduation and completion documentation to graduating residents, ensuring materials are accurate, complete, and provided within established timelines.

7)Supervision
a. Provide direct supervision and leadership to the Residency Program Coordinator(s), establishing clear expectations, priorities, and accountability for assigned responsibilities. Delegate and oversee work, monitor workload and performance, provide ongoing coaching and feedback, and support professional development and growth. Conduct regular check-ins and performance evaluations, identify opportunities for process improvement and increased staff ownership, and ensure appropriate cross-training and coverage to maintain continuity of program operations.

8)Record Keeping
a. Oversee the maintenance and integrity of trainee and graduate records, ensuring program data are accurate, complete, current, accessible, and maintained in accordance with institutional, GME, ACGME, and applicable regulatory requirements.
b.Oversee the collection, analysis, and reporting of program data and statistics for program leadership and external stakeholders, including the GME Office, NYU Grossman School of Medicine, ACGME, and relevant national organizations. Proactively identify trends, discrepancies, and areas requiring further review and provide data and recommendations to program leadership to support program evaluation, strategic planning, and decision-making.
9)Other duties as assigned