Job Description
NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. It comprises more than 200 locations throughout the New York area, including five inpatient locations, a children’s hospital, three emergency rooms and a level 1 trauma center. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute designated comprehensive cancer center, and NYU Grossman School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. At NYU Langone Health, equity, diversity, and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to nyulangone.org, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.
Position Summary:
We have an exciting opportunity to join our team as a Graduate Medical Education (GME) Program Specialist.
In this role, the successful candidate will support, promote, and handle the development of GME programs. Facilitates the administration process of GME office activities (credentialing and on-boarding process, maintaining records, managing the program pay lines according to an annual program budget, scheduling meetings, organizing and coordinating seminars, training programs and other related activities). Works under general supervision.
Job Responsibilities:
- Manages, initiates, and coordinates projects related to GME administration with minimal supervision. Able to demonstrate analytical skill to identify, evaluate and resolve problems. Demonstrates ability to prioritize assignments in face of changing priorities and conflicting demands to complete work in an accurate and prompt manner. Handle high level, sensitive contacts and issues with a high degree of diplomacy and confidentiality.
- Assists program coordinators and program directors with requests related to the programs.
- Works closely with GME team on New Innovations oversight:
- Ensures that all programs have evaluations, milestones, schedules, scope of practice, and duty hours in New Innovations.
- Maintains program information data in New Innovations.
- Assists the Dean’s office with the Department Chair Goals as related to GME.
- Monitors module compliance by maintaining communication with the programs.
- Verifies previous training.
- Facilitates forum for House Staff by communicating agenda items and follow up in various House Staff Committees.
- Facilitates relationships with affiliated hospital administration.
- Provides administrative support to the Sr. Associate Dean for GME, the Director of GME and the GME executive team including, but not limited to, GMEC minutes, House Staff Leadership Council minutes, and House Staff Patient Safety Council minutes.
- Manages program agreements.
- Oversees the administration of the accreditation process for the individual residencies and fellowships with an understanding of the components needed for ongoing accreditation. Assists in the coordination of RRC correspondence and site visit related meetings and mock visits and other processes related to accreditation. Participates in program reviews, APE review and CLER follow-up. Reviews program requirements, understands program requirements, is familiar with program requirements. Reviews program policies, resident or fellow manual.
- Demonstrates analytical skill to identify, evaluate and resolve problems. Gathers and collects data from different parties and presents findings as applicable. Researches problems, issues and concerns and responds to requests for information. Assists in developing materials and presentations for monthly Program Coordinator Meeting, House Staff Orientation and other activities.
- Follows protocols as defined by the GME and/or Medical Centers policies and procedures. Responds to all auditing/Finance requests for information.
- Plans, arranges, outlines and drafts letters, memos, agendas, presentations and reports. Moderate analysis might be requested to present findings. Reviews, edits and obtains appropriate approvals. Responds to routine correspondences and refer the non-routine ones to the appropriate party.
- Generates status reports for credentialing and employment as well as ongoing program related projects such as pay line distribution.
- House Staff record maintenance:
- Enters and maintains accurate data for current and historical house staff, rotators and program data in New Innovations or other database.
- Advancement and termination of House Staff performs all steps to advance or terminate house staff.
- Onboarding of new house staff credentialing and on-boarding the new house staff. Collects and reviews all credentials, perform primary source verifications, prepare and maintain permanent files for Faculty Reviewers.
- Manages credentialing process for all in-rotators (including in-electives) in all programs. Review all in-rotator agreement forms.
- Processes all Leave of Absences for House Staff: Drafts letters and follows up with programs on all related administrative details related to Leave of Absences.
- Manages the GME program pay lines, monitor variances, and develop ongoing budget requests. Maintains all House Staff records in the PeopleSoft system, including payroll transactions for all assigned House Staff, and forwards for review to the Manager.
- Manages House Staff remediation and disciplinary actions: Maintains documentation and follows up on all actions, following review with the Director.
- Manages moonlighting approval and employment process for assigned programs.
- Oversees the process for the Book and Conference fund reimbursement for all house staff on NYU payroll.
- Authorizes verification letters and deferments.
- ECFMG Verification.
- Provides expertise in an area such as: managing House Staff J-1 visa applications act as liaison between NYU and ECFMG. Coordinating the annual ACGME and AMA data entry and reporting process. Working with all programs to assure accurate input of all required data. Maintaining and developing further processes to track the status, timeline and completion of database information on all the residency and fellowship programs so that it available for internal reviews, accreditation and quality improvement.c. Assisting in recruitment, hiring and training of clerical staff, assistants, trainees and volunteers for the GME Office.
- Performs other duties as assigned.
Minimum Qualifications:
- Bachelor degree in business administration, health care administration or related field or an equivalent combination of education and relevant experience.
- Excellent interpersonal and communication skills as well as organizational leadership and financial management skills.
- Knowledge and understanding of the accreditation process of Graduate Medical Education.
- Familiarity with the ACGME program requirements, and/or AOA requirements, and/or CPME requirements, and/or CODA requirements.
- Ability to interact effectively with all levels of management: Must work and communicate effectively with both internal and external customers.
- Ability to work within a team environment as well as independently.
- Excellent time management skills.
- Ability to work well under pressure.
- Ability to manage multiple projects and to multi task while paying attention to details.
- Computer proficiency with word processing, data management and analysis, and preparation of data for scientific presentation (e.g., in PowerPoint, Excel and New Innovations is highly recommended.
- Knowledge of standard office practices and ability to use office equipment.
Preferred Qualifications:
- Prior experience working in a GME office or ACGME accredited program at a large institution.
- Experience working with internal reviews and the PIF process is preferred.
- Experience with New Innovations.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you’ll feel good about devoting your time and your talents.
NYU Langone Health is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Langone Health’s EEO policies, please click here. Please click here to view the Federal “EEO is the law” poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.
NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $58,500.00 – $73,998.08 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.
To view the Pay Transparency Notice, please click here