This position oversees the administrative management of OB/GYN and the Minimally Invasive Gynecologic Surgery Fellowship program and provides varied complex administrative support to the directors of education programs, including residents and medical students.  Requires a thorough understanding of both the Accreditation Council on Graduate Medical Education (or equivalent accrediting body), as well as the policies and procedures of both the residency and the student programs. 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Oversees program assistants and delegates assignments, as applicable, to provide program director and residents with appropriate administrative support, prepares and delivers program reports and correspondence in a timely manner.
• In conjunction with the Program Director(s), develops and maintains program policies and procedures that are consistent and compatible with institution-specific policies developed by Academic Affairs and regulatory bodies.  Educates staff, residents, and faculty in proper adherence to policies and procedures.
• Assists the program director in meeting and complying with the current standards established by regulatory and accreditation bodies.
• Maintains Web-based accreditation surveys, compiles and submits accurate reports to certifying bodies and other professional organizations, and prepares institutional forms and requests, as required.
• Manages, coordinates and participates in accreditation site visits, including preparation of site visit documentation.
• Develops and creates resident and program evaluation reports, such as trending data to identify areas for improvement and tracking of data demonstrating the affect of interventions. 
• Monitors residents' remediation and adverse actions process following established policies and procedures.
• Plans and manages the day-to-day activities of the residency including rotation schedule development and maintaining corresponding rotation goals and objectives, conference organization and scheduling, resident evaluation process completion, faculty and Clinical Competency Committee (CCC) meeting preparation and other meetings and activities as requested.
• Assists the program director in oversight of planning and implementation of faculty development activities. 
• Assist the program director and faculty in developing and implementing residency improvement projects.  May be responsible for CME.
• Coordinates travel plans and oversees preparation of travel vouchers for residents, director, assistant director, and faculty for approved program travel.

Residents

• Coordinates the resident recruitment processes, including the initial screening, and processing of applications; evaluate residency applications for completeness; notify applicants of decision to interview and schedule interviews; correspond with applicants; gather interview summary information, and submit NRMP rank order lists.
• Assists residents in becoming acclimated to the educational settings and CCHS policies and procedures and collaborates with Academic Affairs in the preparation and implementation of new resident orientation. Plans, organizes and schedules program-specific new resident orientation.
• Responsible for accurate and complete confidential files and records of residents.  Monitors duty hours, evaluations, out-patient rotations, procedure logs and scholarly activities for accuracy and completion.
• Responsible for implementation and execution of the use of New Innovations and/or other Residency Management Software as utilized on individual program basis; will act as the departmental expert of these systems.
• Schedules, coordinates, and proctors in-training exams. 
• Organizes and coordinates all residency program social events, including annual resident graduation.

Medical Students and other Allied Health Learners

• Establish a first contact liaison to the students, faculty, residents, community sites, and school administration for any issues or questions relating to the student(s).
• Ensure all education rotation activity is in accordance with student program requirements.
• Ensure the coordination of daily operations of the student education programs; make sure necessary tasks are prioritized appropriately and any changes initiated and issues that arise are resolved expeditiously.
• Understand the curriculum, educational goals, policies, and standards of the clerkship and the medical school.
• Oversee the student evaluation and grading process and the maintenance of complete and accurate student files.
• Understand the major responsibilities of other interacting departments, (i.e. medical student affairs, medical education, registrar, area health education center).
• Know the medical school calendar(s) and courses offered.
• Supervise the proper implementation of the student lectures/orientation when applicable.   

Miscellaneous

• Develops processes to improve office efficiency by standardizing formats for routine correspondence and periodically reviews office workflow and identifies areas for improved efficiency.
• Identifies and implements processes to improve quality and customer service.
• Exemplifies and represents hospital by being the liaison between the residency program and other programs. 
• Performs assigned work safely, adhering to established program safety rules and practices.  Reports to the appropriate personnel, in a timely fashion, any unsafe activities, hazards, or safety violations that my cause injury to oneself, other employees, patients and visitors.
• Abides by all Christiana Care Health System and program policies.
• Performs other related duties as required.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor's Degree preferred in Office Administration/Secretarial Science/relevant degree, or minimum of one (1) to three (3) years' experience demonstrating knowledge and skills relevant to the position.
• Experience working in Graduate Medical Education preferred.
• Familiarity with the organization and processes of medical education or ability to learn.
• At least three (3) years progressive administrative assistant experience or equivalent, demonstrating successful office management experience with prior supervisory experience preferred.

EEO Statement: Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.