GME Personnel Operations Manager - UC Health
Cincinnati, OH
About the Job
Job Description
The primary purpose of the Manager of GME Personnel Operations is to oversee and manage all aspects of personnel and operational systems for residents and fellows at UCMC. This includes leading the onboarding and orientation processes, serving as the main resource for trainees and program leadership regarding human resources related issues, and ensuring compliance with various hospital regulatory requirements. Additionally, the Director collaborates with program leadership and UC Health enterprise partners to maintain a supportive and compliant learning environment.
Responsibilities
§ Provides personalized care to patients and families, and supports co-workers through life's challenges.
DUTIES AND RESPONSIBILITIES
PERSONNEL MANAGEMENT (40%)
• Oversight and Coordination: Directs all aspects of personnel, operational, and systems management for 725 residents and fellows at UCMC.
o Onboarding Leadership: Directs the onboarding process for approximately 250 new residents/fellows annually, coordinating with UC Health and UC College of Medicine systems partners.
o Orientation Execution: Independently leads the orientation of 225 new residents and fellows, focusing on logistics, content, and speaker recruitment.
o Primary Resource: Serves as the first line of support for trainee inquiries related to benefits, policies, and systems partner access issues.
o Incident Coordination: Manages responses to resident and fellow disciplinary actions, patient safety, and patient relations incidents.
o Academic Management: Oversees individual resident class academic advancements and termination processes, including off-cycle monitoring within the residency management system (MedHub).
o Training Oversight: Ensures accurate record keeping of all aspects of resident/fellow training, education, scholarship, procedure logging and employment including HR related data, visas, institutional training requirements, system access, site rotations, and programs. Monitors logistics of the functions and provides on-going feedback to the DIO.
o Compliance Assurance: Ensures timely completion of all annual requirements for residents/fellows, including mandatory learning, licensing, certifications, and vaccination compliance.
o ACLS/BLS Oversight: Directs RQI access for 65 Residency/Fellowship Coordinators to ensure ACLS/BLS compliance.
o Collaborative Leadership: Works collaboratively with program leadership to oversee residency and fellowship requirements and processes.
• External Onboarding Coordination: Manages the onboarding process for all external residents and fellows rotating at UCMC.
o Scheduling and Access Leadership: Leads scheduling and systems access for 160 non-UC Health residents and fellows annually, coordinating with systems partners and their home programs.
o Rotation Management: Directs scheduling and systems access for 60 CCHMC residents and fellows completing NICU, newborn, and jeopardy rotations at UCMC annually.
ACCREDITATION & COMPLIANCE (25%)
• Professional Development Leadership: Collaborates with the DIO to provide orientation and professional development for 65 Residency/Fellowship Program Coordinators across UC Health.
• Institutional Compliance Standards: Partakes and remains instrumental and knowledgeable in preparing UCMC GME programs for state and federal audits and visits (e.g.,Joint Commission, ODH, etc.). Provides input to DIO regarding corrective action if federal, board or state standards are not met.
• Policy Development: Assists the DIO in authoring GME and institutional policies.
• Committee Leadership: Chairs the Resident Advisory Committee and represents GME at various UC Health committees, including the Joint Commission Steering, GME Education, and GME Learning Committees. Attends GMEC, PC, and PDC monthly meetings.
• Environment Management: Manages and monitors the resident/fellow learning environment, ensuring compliance with ACGME requirements, including fatigue mitigation and workspace standards.
• GME Office Improvement: Assists in collection and analysis of data. Actively makes recommendations for improvement of operational/academic and evaluation performance based on data analysis.
COMMUNICATION & CUSTOMER SERVICE (20%)
• GME Community Engagement: Demonstrates clear, concise and interdisciplinary communication in the UCMC GME Community, and is active in program coordinator/manager, program director, and department meetings, workshops, and retreats.
• Communication: Authors monthly newsletters for Program Coordinators and Residents/Fellows, focusing on information sharing and individual development. Takes initiative to obtain information related to institutional or program accreditation by, but not limited to: Attending meetings, drafting or reviewing meeting minutes, reading department generated e-mails, newsletters and other formats of communication in a timely manner.
• Customer Service: Ensures customer service is a high priority and strongly emphasizes its significance. Serves as a role model for others. Provides regular telephonic support to program directors and coordinators on all tabs in the residency management system and ACGME websites.
• Marketing: Actively participates in Marketing and Outreach endeavors.
• DIO Designee: Serves as the designee of the DIO if needed.
PROFESSIONAL GROWTH & DEVELOPMENT (15%)
• Seeks Growth Opportunities: Grows professionally through participation in relevant conferences, professional committees (i.e. Med Hub conferences, AAMC, ACGME, AHME. Etc.) and continuing education activities. Identifies and assumes responsibility for on-going learning needs by completing a minimum of two new learning opportunities available through Corporate Training and Development.
• Cutting Edge Practice: Networks with colleagues and remains knowledgeable about current trends in Graduate Medical Education. Willingly explores and implements new industry standards to
Qualifications
• Minimum Required: Bachelor's Degree
• Preferred: Master's Degree
• Minimum Required: 3 - 5 Years equivalent experience
• Preferred: 6 - 10 Years equivalent experience
• Knowledge of health care and/or human resources terminology required
• Background in GME preferred and a differentiating factor
• Strong informational systems and technology background required. Proficiency in the MedHub GME software a differentiating factor.
• Must have excellent interpersonal skills and the ability to collaborate with other disciplines and systems partners.
• Proficient in Microsoft Office; must have proficiency in Excel.
UC Health is committed to providing an inclusive, equitable and diverse place of employment.
The primary purpose of the Manager of GME Personnel Operations is to oversee and manage all aspects of personnel and operational systems for residents and fellows at UCMC. This includes leading the onboarding and orientation processes, serving as the main resource for trainees and program leadership regarding human resources related issues, and ensuring compliance with various hospital regulatory requirements. Additionally, the Director collaborates with program leadership and UC Health enterprise partners to maintain a supportive and compliant learning environment.
Responsibilities
§ Provides personalized care to patients and families, and supports co-workers through life's challenges.
DUTIES AND RESPONSIBILITIES
PERSONNEL MANAGEMENT (40%)
• Oversight and Coordination: Directs all aspects of personnel, operational, and systems management for 725 residents and fellows at UCMC.
o Onboarding Leadership: Directs the onboarding process for approximately 250 new residents/fellows annually, coordinating with UC Health and UC College of Medicine systems partners.
o Orientation Execution: Independently leads the orientation of 225 new residents and fellows, focusing on logistics, content, and speaker recruitment.
o Primary Resource: Serves as the first line of support for trainee inquiries related to benefits, policies, and systems partner access issues.
o Incident Coordination: Manages responses to resident and fellow disciplinary actions, patient safety, and patient relations incidents.
o Academic Management: Oversees individual resident class academic advancements and termination processes, including off-cycle monitoring within the residency management system (MedHub).
o Training Oversight: Ensures accurate record keeping of all aspects of resident/fellow training, education, scholarship, procedure logging and employment including HR related data, visas, institutional training requirements, system access, site rotations, and programs. Monitors logistics of the functions and provides on-going feedback to the DIO.
o Compliance Assurance: Ensures timely completion of all annual requirements for residents/fellows, including mandatory learning, licensing, certifications, and vaccination compliance.
o ACLS/BLS Oversight: Directs RQI access for 65 Residency/Fellowship Coordinators to ensure ACLS/BLS compliance.
o Collaborative Leadership: Works collaboratively with program leadership to oversee residency and fellowship requirements and processes.
• External Onboarding Coordination: Manages the onboarding process for all external residents and fellows rotating at UCMC.
o Scheduling and Access Leadership: Leads scheduling and systems access for 160 non-UC Health residents and fellows annually, coordinating with systems partners and their home programs.
o Rotation Management: Directs scheduling and systems access for 60 CCHMC residents and fellows completing NICU, newborn, and jeopardy rotations at UCMC annually.
ACCREDITATION & COMPLIANCE (25%)
• Professional Development Leadership: Collaborates with the DIO to provide orientation and professional development for 65 Residency/Fellowship Program Coordinators across UC Health.
• Institutional Compliance Standards: Partakes and remains instrumental and knowledgeable in preparing UCMC GME programs for state and federal audits and visits (e.g.,Joint Commission, ODH, etc.). Provides input to DIO regarding corrective action if federal, board or state standards are not met.
• Policy Development: Assists the DIO in authoring GME and institutional policies.
• Committee Leadership: Chairs the Resident Advisory Committee and represents GME at various UC Health committees, including the Joint Commission Steering, GME Education, and GME Learning Committees. Attends GMEC, PC, and PDC monthly meetings.
• Environment Management: Manages and monitors the resident/fellow learning environment, ensuring compliance with ACGME requirements, including fatigue mitigation and workspace standards.
• GME Office Improvement: Assists in collection and analysis of data. Actively makes recommendations for improvement of operational/academic and evaluation performance based on data analysis.
COMMUNICATION & CUSTOMER SERVICE (20%)
• GME Community Engagement: Demonstrates clear, concise and interdisciplinary communication in the UCMC GME Community, and is active in program coordinator/manager, program director, and department meetings, workshops, and retreats.
• Communication: Authors monthly newsletters for Program Coordinators and Residents/Fellows, focusing on information sharing and individual development. Takes initiative to obtain information related to institutional or program accreditation by, but not limited to: Attending meetings, drafting or reviewing meeting minutes, reading department generated e-mails, newsletters and other formats of communication in a timely manner.
• Customer Service: Ensures customer service is a high priority and strongly emphasizes its significance. Serves as a role model for others. Provides regular telephonic support to program directors and coordinators on all tabs in the residency management system and ACGME websites.
• Marketing: Actively participates in Marketing and Outreach endeavors.
• DIO Designee: Serves as the designee of the DIO if needed.
PROFESSIONAL GROWTH & DEVELOPMENT (15%)
• Seeks Growth Opportunities: Grows professionally through participation in relevant conferences, professional committees (i.e. Med Hub conferences, AAMC, ACGME, AHME. Etc.) and continuing education activities. Identifies and assumes responsibility for on-going learning needs by completing a minimum of two new learning opportunities available through Corporate Training and Development.
• Cutting Edge Practice: Networks with colleagues and remains knowledgeable about current trends in Graduate Medical Education. Willingly explores and implements new industry standards to
Qualifications
• Minimum Required: Bachelor's Degree
• Preferred: Master's Degree
• Minimum Required: 3 - 5 Years equivalent experience
• Preferred: 6 - 10 Years equivalent experience
• Knowledge of health care and/or human resources terminology required
• Background in GME preferred and a differentiating factor
• Strong informational systems and technology background required. Proficiency in the MedHub GME software a differentiating factor.
• Must have excellent interpersonal skills and the ability to collaborate with other disciplines and systems partners.
• Proficient in Microsoft Office; must have proficiency in Excel.
UC Health is committed to providing an inclusive, equitable and diverse place of employment.
Source : UC Health