Residency Program Manager

Job Description Summary

Operating out of MUSC Health Kershaw Medical Center, MUSC’s new Family Medicine Residency Program will offer the Family Medicine Residency Program Manager the opportunity to develop and coordinate the day-to-day operations of a new/continuing training program. The Residency Program Manager will ensure compliance through the ACGME for the accreditation of the program.
This position will report directly to the Family Medicine Residency Program Director, with a dotted line reporting to the Corporate Graduate Medical Education Office located in Charleston, SC.

Entity

Medical University Hospital Authority (MUHA)

Worker Type

Employee

Worker Sub-Type​

Regular

Cost Center

CC005849 KER - GME Family Medicine

Pay Rate Type

Salary

Pay Grade

Health-28

Scheduled Weekly Hours

40

Work Shift

Job Description

Ensure continuous program compliance with ACGME requirements, institutional policies, and accreditation standards. 

 

• Maintain up-to-date program documentation (e.g., ACGME’s Accreditation Data System (ADS), block schedules, rotation goals/objectives)  
• Coordinate ACGME Site Visits and prepare the required reports; Update program information in ACGME ADS (i.e., resident and faculty rosters, resident and faculty scholarly activity) 

Manage program’s MedHub Program Management System:   

• Monitor resident duty hours, resident vacation leave; Maintain, update and distribute all resident, faculty and program evaluations  
• Maintain resident files, test scores, training history and portfolios/demographics;  
• Maintain conference scheduling, resident scheduling, rotation scheduling, conference attendance, faculty accounts.  
• Enter Annual Program Evaluations (APEs); Be able to pull all reports.  
• Maintain all information for Clinical Competency Committee (CCC) meetings and resident dashboards, progress reports ensuring all clinical competency milestones are up-to-date and managed accurately. 
• Daily operations and logistics for the training program. Work closely with Corporate Graduate Medical Education office to process new/returning residents; manage, update, ensure appropriate active state licensure, DEA, DHEC, other accreditation requirements; schedule required certification classes (ACLS, etc.). Update all information in the resident files in MedHub. 
• Oversees conference schedules, specifically room arrangements. Organize and manage residency rotation schedule and ensure updates are entered into MedHub. Manage the monthly call schedule changes for residents and ensure updates are entered into MedHub. Record call schedule and changes to Simon on call system and maintain current schedules.

Work with the Program Director to: 

• Organize lectures/materials needed for training/education of residents.
• Manage the MedHub system to ensure successful required input for resident/faculty data to provide evaluative resident and program information/statistics.
• Prepare reports on residents' hours and activities for appropriate institutional and governmental agencies.  
• Manage and maintain all off-site affiliation agreements (Program Letters of Agreement).  
• Maintain residents' files in MedHub.
• Prepare and submit all necessary CME paperwork.
• Serves as liaison with other departments and institutions.

• Functions as department liaison with Corporate Graduate Medical Education office. Act as a clearinghouse and information source for all residency issues; proactively communicate with residents via various modalities for reminders on course work, lecture responsibilities, etc. Meet with the Program Director, regularly, to provide updates and process improvement. Attend meetings with Corporate GME office.
• ·Coordinate ACGME accreditation and reporting requirements. Maintains compliance with and updates knowledge of current ACGME accreditation requirements for program and institutions. Assists in the development of new policies and procedures in response to new or revised policies. Assists in the creation and maintenance of the program’s resident manual; Coordinate preparations, meetings for accreditation site visit. Compiles, updates and submits reports to ACGME, GME, and other professional organizations as required.  
• Other duties as required or assigned include organizing guest speaker arrangements, facilitating off campus educational opportunities, resident well-being, recording and reporting on Grand/M&M attendance, etc. 

Effectively manage the recruitment process and support resident well-being and development. 

• Coordinate Electronic Residency Application System (ERAS), interview scheduling, and Match Day processes.
• Act as a liaison among residents, faculty, and leadership. Support onboarding, orientation, and ongoing professional development.
• Responds to inquiries for the Residency Program; review, coordinate, compile each applicant’s academic record (application, Dean’s letters, academic transcripts, letter of recommendation, board scores, etc.) organize/implement computer assisted resident candidate selection departmentally via Electronic Residency Application System (ERAS).

  Maintains program use of Thalamus: 

• Coordinates Residency recruitment dinners, set up recruitment schedules,  
• Facilitate candidates manage interview process for applicants from letter of interview through coordinating, scheduling interview visit.
• Correlate ERAS/Thalamus computer data and compile report to faculty for ranking applicants for National Resident Matching Program (NRMP).
• Plans and arranges social activities.  
• Coordinate/manage orientation to ensure smooth transition into MUSC hospital system.  
• Maintains constant communications with applicants, faculty and residents throughout entire process.
• Manage post-Match Day/Onboarding tasks, communications with incoming residents.
• Maintain onboarding materials in MedHub; Manage and coordinate program orientation schedule and activities.

Provide efficient financial oversight, stewardship, and administrative support for the residency program.

 

• Manage program budgets, reimbursement 
• Maintain accurate records for payroll, stipends, and benefits.
• Oversee and manage scheduling and logistics for program meetings, conferences, and events, and procurement.

Physical and Mental Requirements: Ability to perform job functions while standing. (Continuous) Ability to perform job functions while sitting. (Continuous) Ability to perform job functions while walking. (Continuous) Ability to climb stairs. (Infrequent) Ability to work indoors. (Continuous) Ability to work outside in temperature extremes. (Infrequent) Ability to work from elevated areas. (Frequent) Ability to work in confined/cramped spaces. (Frequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Continuous) Ability to twist at the waist. (Frequent) Ability to squat and perform job functions. (Frequent) Ability to perform "pinching" operations. (Frequent) Ability to perform gross motor activities with fingers and hands. (Continuous) Ability to perform firm grasping with fingers and hands. (Continuous) Ability to perform fine manipulation with fingers and hands. (Continuous) Ability to reach overhead. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Continuous) Ability to fully use both legs. (Continuous) Ability to use lower extremities for balance and coordination. (Frequent) Ability to reach in all directions. (Continuous) Ability to lift and carry 50 lbs. unassisted. (Infrequent) Ability to lift/lower objects 50 lbs. from/to floor from/to 36 inches unassisted. (Infrequent) Ability to lift from 36" to overhead 25 lbs. (Infrequent) Ability to exert up to 50 lbs. of force. (Frequent) Examples include: To transfer a 100 lb. patient that cannot assist in the transfer requires 50 lbs. of force. For every 100 additional pounds, assistance will be required from another healthcare worker. 20 lbs. of force is needed to push a 400 lb. patient in a wheelchair on carpet. 25 lbs. of force is required to push a stretcher with a patient with one hand. Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand or at a distance. (Continuous) Ability to match or discriminate between colors. (Continuous) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Continuous) Ability to deal effectively with stressful situations. (Continuous) Ability to work rotating shifts. (Frequent) Ability to work overtime as required. (Frequent) Ability to work in a latex safe environment. (Continuous) Ability to maintain tactile sensory functions. (Continuous) (Selected Positions) *Ability to maintain good olfactory sensory function. (Continuous) *(Selected Positions) *Ability to be qualified physically for respirator use, initially and as required. (Continuous) (Selected Positions)

 

Additional Job Description

Education: Bachelors Degree or equivalent Work Experience: 5 years for support or 0-2 years for professional

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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