Family medicine is the medical specialty that provides continuing and comprehensive health care for individuals and families. This specialty integrates the biological, clinical and behavioral sciences and encompasses all ages and sexes, each organ system, and every disease entity. It is this combination that qualifies family medicine physicians to provide continuing and comprehensive medical care and health maintenance and preventive services to each member of a family regardless of patient type or problem be it biological, behavioral or social.
Family medicine physicians, because of their background and interactions with families, are best qualified to serve as a patients advocate in all health-related matters, including the appropriate use of consultants, health services and community resources.
The Residency Program Manager for the Department of Family Medicine is responsible for designing and implementing special projects. The Residency Program Manager works independently and with department leadership and serves as a subject matter expert..
At direction of program director and vice chair, responsible for directing, monitoring and implementing the strategic agenda for increasing alignment of the residency, School of Medicine, and IUHP, and our community rotational sites. With wide authority to act on behalf of the program director, work with senior leaders including education leadership, vice chairs and program leadership as well as a wide range of external public and private partners on a wide range of strategic, operational, political and organizational issues. Responsible for overseeing the management of the program directors schedule in concert with the director's administrative assistant ensuring that the director is fully and appropriately briefed and that communications including public presentations and other materials are ready for upcoming meetings and events. Draft correspondence to a wide range of individuals and organizations for the director's signature. Respond to inquiries; prioritize activities; sort, review and direct incoming correspondence. Prepare presentation slides for director presentations. Gather disparate information from senior leadership and understand it to integrate into uniformed formatted slides. Responsible for gathering information and data for the Program Evaluation Committee which entails the following - Program Curriculum meeting date, minutes tracking to document for GME (Graduate Medical Education) APE (Annual Program Evaluation) document and ACGME site visit, A3 boards for last 4 years at least to place outside Program Directors office to ensure continuing to work on - Resident Remediation (on-track/off-track), Faculty Development, Inpatient Curriculum - Service over Education to focus on ACGME survey area of concern; will need to create a format for A3 Boards that shows continued improvement/review/tracking of sustainment of projects. Work with the Medical Director and Program Administrator to ensure both the residency and clinic needs are being met and compliment for optimal resident learning/requirements. Point person for clinic concerns for resident performance.
Track program-wide clinical and performance data, prepare high level monthly reports to program director and Vice Chair on program metrics, trends, and recommendations. Work with program director and Vice Chair to develop Annual program goals across all mission areas. Work with senior leadership to gather specific goals to integrate into program-wide goals. Track goals and prepare annual report for GME Annual Review and ACGME annual review. Organize ongoing review of faculty academic time to anticipate changes to clinical schedules. Research, compile, and prepare various documents and reports giving considerable attention to detail and timeliness. Participate and/or initiate project management process improvement opportunities and best practices. Identifies resources, tools, or methods to use for measuring outcomes and improving processes for long term and short-term projects that meet program needs. Provide analysis of data and identify trends and information that aids senior leadership in decision making. Ensure documentation inline for visit, i.e. policies reviewed and revised if needed, PLA's prepared and updated every 5 years, Resident continuity clinic updated from outpatient and inpatient encounters, work with the Program Director to create yearly APE - complies data required for report. Prepare Clinical Competency Committee data, i.e. ACGME milestones for December and June uploaded, ACGME survey distributed end of November (track percent completed by faculty and residents and send reminders out for completion - 100%), upload progress reports into Medhub into Resident Portfolio for Fall and Spring, CCC scheduling with the Academic Specialist and scheduling coordinator in Spring each academic year when PEC/CCC/OSCE is completed for next academic year, remediation tracking of residents to following trend, reports out ITE results. Curriculum timeline notifications, i.e. declaring tracks, China trip, core video completion. Handle certifications, i.e. make sure boards are paid for 3rd year residents, manage the Graduate Medical Education certifications, i.e. ACLS, BLS, PALS, ALSO, NRP, BLS; step 3 completed prior to December 31st for those on track (review who is off track and have beyond December 31st for PGY2; register and pay for the ITE exams. Make sure the WebAds are completed, i.e. update NRMP, ACGME, AAMC information, by the end of June make sure Residency ACGME data is compiled on the FMC clinic data/patient demographics/faculty scholarly activity and community rotation faculty, by the middle of June, complete residency data update (add new interns including medical school graduated from, gender numbers, minority numbers for each PGY class, number of residents per class and graduate 3rd years on site, forward graduate verifications to Program Director. Update and track the following in Medhub - required certifications, i.e. ACLS, PALS, NRP, BLS, ALSO; make sure modules are completed by residents (yearly requirements); onboarding for interns completed for VA rotating; vacations/duty hours logged; LOA's/FMLA's completed and verified with ABFM and GME; end of the year FTE worksheet completed for GME for time allotted for VA/Eskenazi/AHC.
Work with the department research manager to Identify and cultivate new grant opportunities. Collaborate with the Senior Business Manager on grants and develop proposals for the residency. Maintain appropriate procedures to acknowledge grants to the program. Attend grant meetings on behalf of the director regarding all grant activities. Works with the Financial Support Specialist: aware of different accounts and residency budget goals to ensure working within those parameters and communicating out. Be aware of different residency budgets, i.e. recruitment, graduation, wellness, didactics, etc... Works with the Program Director to update the IMEB grant quarterly, compile evidence of identified use for reports, and create the next academic years goals.
High-level stakeholder participation in program events, including CME events, invited speakers, celebrations, and hosting professional meetings. Position will prepare documents and set agendas for special projects such as contracts for clinical services, expanded departmental staffing for outside agencies and the like. In the fall, follow-up on recruitment, make sure in August or September that the recruitment gifts are purchases and available for the interviews, rooms are blocked for the applicants and shuttle is available (work with finance team), interview questions are designed, interview day arrangements are made, interview dinner is planned and applicant invites sent. Follow-up to make sure second look, rank party, and graduation are scheduled and planned.
Other duties as assigned by the Vice Chair of Finance and Administration and Residency Program Director.
Bachelor's degree in a related field and five years of experience managing large complex projects in an academic setting, including oversight for the operation of a unit.
Combinations of education and related experience may be considered.
Experience in communications and project management. Strong critical thinking, judgment, and decision making skills. Time management skills and ability to effectively communicate and exchange information. Experience in problem solving and leadership. Strong integrity, initiative, adaptability/flexibility, dependability, and attention to detail. Experience with computers, including Microsoft Office.
Working Conditions / Demands
Ability to perform the essential functions of the job with or without an accommodation.
1520 N. Senate Avenue
Indianapolis, Indiana 46202
Salary Plan: PAE
Salary Grade: 3AD
Job Function: General Admin
This posting is scheduled to close at 11:59pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
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