Manager, Academic Affairs - Operations
Sutter Health
- Sacramento, CA
- Permanent
- Full-time
OperationsServes as the lead technical expert on the ACGME Accreditation Data System
(ADS), the Residency Management Suites, and provides counsel to programs
on required ADS filings and submissions
Helps develop GME institutional policies and procedures, and provides
oversight to ensure adherence to policies across all ACGME -accredited
programsSupports the Graduate Medical Education Institutional Office operations
Helps coordinate education and training for physician Program Directors,
faculty, resident physicians, and GME personnel
In partnership with local GME administrative leaders, helps collect data
needed for ACGME, CMS and grant reporting (e.g. IRIS, APE, AIR, etc.)Collaborates with Program Directors and local GME administrative leaders on
ensuring compliance with ACGME requirementsManages institutional oversight for the Visiting Student Learning
Opportunities (VSLO) programProactively collaborates with other Sutter Health affiliates on GME program
planning and development and leverages systemwide tools and services
(compliance, legal review, privacy)Takes a strategic and tactical approach in identifying best practices and
standardizing workflows/processes and developing plans of action to
implement changesMakes rounds with staff, Program Directors, and GME leadership to listen to
concerns/issues and ensure staff have appropriate tools and resourcesProvides guidance and direct intervention in resolving challenging or
complex situationsDevelops, implements, and/or ensures corrective action plans are
implemented to address or minimize operational riskHelps coordinate and maintain GME Contract Request Forms (CRFs) and
manages all contracts related to GMEMaintains and coordinates all areas related to affiliation agreements and
program letters of agreementCounsels programs on ACGME required Program Letters of Agreements
(PLAs) between programs and participating sites; reviews and ensures all
PLAs meet ACGME requirements and institutional policies and proceduresAssists with institutional orientation for new residents and fellows,
institutional Patient Safety Orientations, and ACGME program site visits andClinical Learning Environment Review (CLER) site visitsMaintains accurate, up-to-date program data on the following systems:
ACGME ADS, FREIDA, GME Track, and other systems/databases, external
and internalOversees ACGME ADS system for the Institution and provides technical
assistance to programs completing program and resident submissions and
updates pursuant to ACGME requirementsMaintains and updates ACGME institutional and programmatic documents
ensuring compliance and the achievement of continued accreditationMaintains records of all accreditation communications and actionsProvides counsel to programs and assures program compliance with ACGME
annual ADS updates, ACGME resident and faculty surveys, and AnnualProgram Evaluations (APEs) by required deadlines utilizing New InnovationsAnalyzes and compiles institutional and program statistical data for theAnnual Institutional Review (AIR) utilizing New InnovationsManages the monthly GMEC agenda and meetings, ensuring coverage of all
GMEC responsibilities, pursuant to ACGME requirements and institutional
policies and proceduresHelps support and manage all GMEC sub-committeesMaintains accurate and complete meeting minutes with annotations
referencing specific ACGME institutional requirements for GMEC and GMEC
sub-committeesOversees the administrative processes and provides counsel to faculty and
staff related to GMEC responsibilities including new program requests,
changes in resident/fellow complement, program structure/duration, new
program directors, and participating sites, pursuant to ACGME requirements
and institutional policies and proceduresEnsures complete and accurate GMEC membershipStrategy/PlanningWorks with the Sr. Director, Academic Affairs to support and execute the
strategy and priorities for Graduate Medical Education across the systemResearches and maintains high level of professional expertise with latest
trends and new regulations impacting Graduate Medical Education; and
educates staff and providers on new information or regulationsLeads departmental goal setting process and provides roadmap for
accomplishing goalsMonitors progress of departmental goals, developing action plans to address
issues and challengesCommunicates affiliate, operating unit and system goals to staff, helping
staff understand impact on operations and resourcesDevelops plan of action to address current and future resource needs in
order to meet service and/or operational demands and objectivesDevelops metrics and methods for measuring outcomes against relevant
internal and external benchmarksPrepares reports and/or analyses, identifying operational trends and
recurrent issues, and recommends and implements course of actionFinancial ManagementSupports hospital GME leadership in monitoring programmatic financial
performance impacted by resident rotational schedulesSupports GME Institutional Office in establishing operational budget to
achieve financial targetsMonitors department productivity, ensuring operational challenges are
addressed timelyReviews and approves employee expense reimbursements, and billing
statements from vendors according to established protocolSupports local hospital and GME leadership to accurately document IRP and
track all the details of a trainees medical school and GME training history
centrallyProvides support to the hospital and GME leadership on collecting Intern andResident Information System (IRIS) data for cost reportingProvides monthly IRIS reports to GME institutional leadership and hospital
leadership tracking programs' performancePartners with the reimbursement office to prepare and collect programmatic
GME data needed for hospital CMS cost reportingPeopleProvides and fosters an inclusive work environment that encourages staff
engagement and collaboration, establishing a culture of teamworkSupervises assigned staff, makes hiring and termination decisions, and
reviews and approves timekeeping recordsEstablishes expectations with all direct reports, holds individuals and work
teams accountable, and ensures job descriptions accurately reflect job
responsibilities and expectationsEvaluates staff performance and makes/recommends associated merit
increaseProvides constructive feedback, coaching and counselingImplements disciplinary actions and/or performance improvement plans to
achieve desired performance - may work with leadership when major
disciplinary action is necessary or in consultation with Human ResourcesProvides opportunities for career development, role expansion, and cross-
trainingMonitors department training and orientation plans, ensuring staff meets
competency requirements and participates in appropriate education and
training programsResponds timely to alleged violations of policies, procedures, regulations and
standards of conduct by evaluating or initiating investigative procedures -
may consult with Human Resources or Compliance to determine appropriate
course of actionEnsures staff maintains current and appropriate professional credentialsJob Description:This is an onsite role and candidate can work in Bay Area or Sacramento.EDUCATION
Equivalent experience will be accepted in lieu of the required degree or diploma.
- Bachelor's: Business Administration, Healthcare, Research Administration, Science or related field or equivalent education/experience
- 8 years experience in clinical/basic research and with medical center procedures.
- 8 years management, supervisory or team lead experience.
- Demonstrated knowledge of clinical research concepts, good clinical practices and regulatory compliance.
- Proficient with Microsoft Word, PowerPoint and Excel.
- Demonstrated leadership skills, including team building, and coaching/mentoring with the ability to motivate and engage others.
- Ability to build and establish effective working partnership with employees, peers and/or leaders to achieve business objectives.
- Verbal and written communication, and interpersonal skills.
- Organizational and time management skills, with the ability to prioritize multiple projects while delivering quality service and achieving business results.
- Demonstrates tactical and analytical thinking and planning skills, and is able to develop plan to accomplish objectives, identify obstacles and resolve operational issues.