Administrative Manager-Residency Program

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better health care, no matter where you work within the Northwestern Medicine system. We pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, our goal is to take care of our employees. Ready to join our quest for better?

The Residency Program Administrative Manager reflects the mission, vision, and values of NM, adheres to the organization's Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards.

• This position is responsible for human resources management, monitoring the operating budget and capital budgets as appropriate, working closely with the Residency Program Director and leadership team, and providing day-to-day administrative management to the residency program. The position is responsible for translating the Hospital and Departmental missions, objectives, policies, and procedures into effective action for the areas described.

Responsibilities:

• Oversees Education operating budget including but not limited to NMH residency operating budget. Manages personnel, medical administration, house staff program funds, overnight on-call meal allowance, and other costs to budget. Manages variance  Identifies opportunities for cost savings and efficiencies.
• Develops and manages capital project budgets for the residency program as assigned.
• Supports the residency program director in providing oversight to the entire residency application and recruitment process. Coordinates application review processes, interview schedules, participates in selection/ranking committee(s), compiles rank order list, and verifies credentials of incoming residents.
• Ensures compliance with rules and regulations of the residency match process.
• Coordinates all aspects of the orientation process for new residents to ensure compliance with McGaw and NMH rules and regulations pertaining to clinical rotations. Coordinates departmental orientation activities and required certifications (i.e. ACLS, NRP, etc.)
•  and re-certifications. Works with McGaw to ensure proper processing of license applications, visas, and ECFMG certification.
• Manages resident education files and databases to ensure content integrity, consistency with accreditation standards, and report availability.
• Primary responsibility for preparation for review by the residency review committee, the review board of the accrediting body for residency programs . This includes review of necessary documentation, site visit preparation, identifying and addressing potential problem areas and working with the program director and chairman to institute appropriate procedures.
• Ensures and coordinates all required documentation to support residency rotations at off-site locations, including but not limited to Stroger hospital. Additionally, supports and coordinates  residency trainees rotating within the department.
• Assists program director in meeting all ACGME / RRC requirements. (Maintains knowledge of ACGME requirements; coordinates internal review process and ensures that resources are provided to implement changes because of internal review; ensures quality and completion of rotation curriculum documents; supports program director in preparation of Program Information Form (PIF).)
• Manages evaluation process to ensure completion and proper documentation of resident and faculty evaluations. Ensures that the resources are available and organized to allow for effective reviews and supports the Program Director in initiatives to improve evaluation and feedback.
• Assists program director in developing and implementing policies and procedures pertaining to residency education.
• Assists program director in developing and implementing initiatives and activities pertaining to improvements in the residency environment.
• Ensures completion of all GME related surveys (e.g., ACGME, AAMC, Frieda, etc.)
• Coordinates and proctors In-Training Examination.
• Ensures full compliance with ACGME, McGaw, NMH, and Department  requirements and processes for graduating residents.
• Assists residents in obtaining paperwork for permanent licensure, USMLE Step 3, and fellowship match.
• Coordinates graduation ceremony, annual teaching awards, residency events (Resident retreats/wellness events, welcome and holiday events), etc.
• Maintains Residency Program web pages.
• Oversees resident alumni communications and maintenance of accurate alumni data. Assists alumni in obtaining paperwork for credentialing, licensure, etc.
• Coordinates hospital generated administrative activities for the residency which are relevant to NMH mission and goals.
• Works with the program director, chief residents, and designated faculty members to develop, evaluate, and revise as necessary grand rounds series and other CME activities.
• Works with the program director and chief residents to develop, evaluate, and revise as necessary resident conferences and simulation activities.
• Manages and oversees the responsibilities of the education program assistant as well as the  Chief residents, including administrative chiefs, education chief, resident clinic chief, and wellness chief.
• Responsible for recruitment, training, work assignment delegation, job descriptions, performance evaluations, salary recommendations, safety training, goals setting, and conducting staff meetings.
• Provides coaching and professional development activities for the staff.
• Responsible for assuring that all data reporting requirements are met.
• Participates in periodic activities/roles as requested by the Director of Academic Affairs on behalf of the NMH Education Community at large

Required:

• Bachelor of Arts or Bachelor of Science
• Three to Five years of experience in Graduate Medical Education

Preferred:

• Master’s degree
• Ten years of experience in Graduate Medical Education

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check.  Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. 

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position): Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.