Training Program Administrator

City of Hope

Duarte, CA

Job posting number: #7116015 (Ref:10018877)

Posted: December 29, 2022

Salary / Pay Rate: $30.58 - $47.39 / hour

Application Deadline: Open Until Filled

Job Description

About City of Hope

City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.

Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope’s translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution. AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope’s specialized cancer expertise.

A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation’s “Best Hospitals” in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.

City of Hope’s commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work -- and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

With oversight and direction from the Graduate Medical Education (GME) Office and Program Director, the GME Training Program Administrator is responsible for the operational and daily management of the accredited/non-accredited residency/fellowship training program. Requires a comprehensive and detailed understanding of national accreditation and hospital policies, as well as a high degree of initiative and independent judgment.

The Administrator will assist the Program Director in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME or other accreditation standards as well as any other regulatory requirements. The position will perform educational and administrative tasks and services in support of the Program Director.

The Administrator will function as a liaison between attending physicians, residents, fellows, medical students, other specialty departments, outside institutions, Graduate Medical Education Office and the Medical Staff Office. The Administrator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations. Training Program Administrators should be knowledgeable about compliance and regulatory requirements at City of Hope and the various training sites in which their residents/fellows rotate.

Key Responsibilities include:

  • Coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, student rotations, etc.) that support the program’s curriculum and adhere to ACGME requirements.
  • Assists in supporting compliance to GME policies and procedures and related departmental policies.
  • Maintains GME training program policies and procedures that are consistent and compatible with those adopted by the hospital and institution-specific policies developed by the GME Office and GME Committee.
  • Provides guidance to trainees on training program, GME policies, and non-clinical aspects of the training program.
  • Works with the Program Director to coordinate the resident & fellow recruitment processes, including the initial screening, examining, comparing, and processing of applications; evaluate applicant applications for completeness; notify applicants of decision to interview and schedule interviews; correspond with applicants; gather interview summary information. Performs all Match responsibilities and corresponds with newly matched residents/fellows about requirements and process for appointment to the hospital. If applicable, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program). If applicable, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Recruitment season.
  • Coordinates creation, dissemination and monitoring of rotation block schedules, clinic and call schedules; updates schedules to maintain accuracy as needed
  • Coordinates creation, dissemination and monitoring of resident/fellow, medical student, faculty, and program evaluations.
  • Develops and creates trainee and program evaluation reports, such as trending evaluation data over time for individual trainees, rotations, and the program. Creates evaluation reports needed to identify areas for program improvement and educational interventions and track data demonstrating effect of interventions.
  • Maintains accurate records of fellow and resident prior training, rotations, leaves of absence, vacation, etc. to ensure accurate reporting
  • Maintains web-based accreditation surveys for program, collecting and collating appropriate information as required
  • Working with the GME office, compiles and submits accurate reports to certifying bodies and other professional organizations as required
  • Plans and manages the day-to-day activities of the training program including rotation schedule development, conference scheduling, trainee evaluation process completion, meeting preparation and other program activities as requested
  • Exemplifies and represents hospital by being the liaison between the residency/fellowship training program and other departments
  • Coordinates travel plans and oversees preparation of travel vouchers for residents, fellows, and program director
  • Maintains all essential documents required for program accreditation
  • Manage and track vacation, leave of absence, and other personnel issues, working closely with the GME office on any leave requests.
  • Develops processes to improve efficiency of the training program by standardizing formats for routine correspondence and periodically review work flow and identify areas for improved efficiency
  • Organizes trainee remediation and adverse actions process following established Program and Institutional policies and procedures
  • Assists program director in meeting the current standards established by regulatory and accreditation bodies, ensuring compliance with all regulatory standards (Accreditation Council for GME)
  • Ensures that Training Program reports and correspondence are prepared and delivered in a timely manner
  • Maintains databases with resident and faculty data, within New Innovations and ADS as appropriate
  • Creates and/or maintains external and internal program information through websites, brochures, postcards, publications and other such media.
  • Coordinates outside resident/fellow department rotators and medical student rotations (if applicable) with the GME Office and monitors rotation schedules to ensure compliance with regulatory and accrediting bodies
  • Assists program directors and faculty in planning, developing, and implementing training program improvement projects
  • Schedules meetings, prepares agendas, takes minutes, prepares reports, and prepares correspondence for program director, as requested
  • Coordinates and helps plan with GME the annual trainee graduation
  • Ensures that confidential files and records of trainees are maintained. Assists in the preparation of appropriate letters of recommendation for graduates as needed
  • Assists trainees in becoming acclimated to the educational settings and collaborates with the GME office in the preparation and implementation of new resident and fellow orientation
  • Schedules annual in-service or training exams if applicable
  • Assists in monitoring duty hours, evaluations, out-patient rotations, procedure logs, and scholarly activities for accuracy and completion (New Innovations and ADS)
  • Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, extensions, annual contracts, and initial and re-appointment of trainees.
  • Maintains databases with trainee and faculty data in New Innovations (and ADS if applicable)
  • Tracks paperwork for visa requests, in conjunction with the GME Office Training Program Liaison (TPL) if applicable
  • Provides administrative support for the Program Director and Associate Program Director.
  • Manages and coordinates accreditation site visits, including preparation of site visit documentation and actively participates in site visit
  • Educates trainees and faculty regarding policies and procedures, and utilization of computer programs for evaluations, logs, and reporting (New Innovations)
  • Develops, monitors and reports on the training program budget. Works with the business manager and/or Administrative Director to ensure accuracy of monthly budget statements and develops yearly residency budget. Responsible for recurring purchase orders for the training program, processing all check requests, and paying bills associated with the program’s activities. May be responsible for management of grants awarded to individual residents.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Basic education, experience and skills required for consideration:

  • Bachelor’s Degree. 4 years of experience may substitute for educational requirements
  • 1 year (with Bachelor’s Degree) of experience working in medical education or health care setting, familiarity with the organization and process of graduate medical education. Progressive administrative support experience or equivalent, demonstrating successful office coordination experience. Prior ACGME program administrator experience preferred.

Preferred education experience and skills:

  • New Innovations or Resident Management System user knowledge
  • Completion of relevant ACGME program courses
  • C-TAGME Certification Preferred

Additional Information:

  • As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.

Salary / Pay Rate Information:
Pay Rate: $30.58 - $47.39 / hour

The estimated pay scale represents the typical [salary/hourly] range City of Hope reasonably expects to pay for this position, with offers determined based on several factors which may include, but not be limited to, the candidate’s experience, expertise, skills, education, job scope, training, internal equity, geography/market, etc. This pay scale is subject to change from time to time.

City of Hope is a community of people characterized by our diversity of thought, background and approach, but tied together by our commitment to care for and cure those with cancer and other life-threatening diseases. The innovation that our diversity produces in the areas of research, treatment, philanthropy and education has made us national leaders in this fight. Our unique and diverse workforce provides us the ability to understand our patients' needs, deliver compassionate care and continue the quest for a cure for life-threatening diseases. At City of Hope, diversity and inclusion is a core value at the heart of our mission. We strive to create an inclusive workplace environment that engages all of our employees and provides them with opportunities to develop and grow, both personally and professionally. Each day brings an opportunity to strengthen our work, leverage our different perspectives and improve our patients’ experiences by learning from others. Diversity and inclusion is about much more than policies and campaigns. It is an integral part of who we are as an institution, how we operate and how we see our future.

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