Education and Training Program Manager - Division of Genetic and Genomic Medicine

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A Brief Overview
Under direction of the Program Directors, Assistant Program Directors, and Senior Business & Operations Manager, this role supports administrative functions of the Genetic and Genomic Medicine Training Programs. These programs include:

• Categorical Medical Genetics and Genomics
• Combined Pediatrics/Medical Genetics and Genomics
• Medical Biochemical Genetics
• Clinical Biochemical Genetics
• Mitochondrial Medicine
• Lysosomal Storage Disease (LSD)
• ACMG Summer Genetic Scholars Program

This role requires the ability to be highly communicative and organized to manage the complexity of the department fellowship program, which is comprised of nine individual specialty training programs.

In support of CHOP's academic mission, the Program Manager requires a comprehensive knowledge of graduate medical education (GME) strategic processes, guidelines, and CHOP policies, as well as the requirements of the American Council of Graduate Medical Education (ACGME) and other specialty colleges. The Program Manager works independently to develop and adhere to timelines; draft core documents, templates, and surveys; perform and summarize descriptive analyses of survey results; facilitate collaboration across fellowship programs; communicate effectively with program directors, program coordinators, CHOP GME and ACGME staff; and provide guidance about ACGME expectations and directions to faculty of all departmental specialties, fellows, and GME staff.

Job Functions

Reporting and Accreditation:

• Maintain Accreditation Council for Graduate Medical Education (ACGME) Accreditation Database System (ADS) throughout the year.
• Submit ACGME Milestones.
• ADS yearly report for each program.
• Completed CHOP Annual Program Evaluation (APE) for each program.
• Complete and submit RPPR yearly NIH report for T32 trainees.

Recruitment:

• Administrative lead for recruitment process for all training programs within the division.
• Collect candidate information from ERAS for Program Director review.
• Schedule and facilitate interview days and events for candidates.
• Collect and compile feedback from interviewers for distribution with rank committee members.
• Submit rank list to appropriate parties.

Trainee Management:

• Register and maintain trainee profiles in AMBGG (American Board of Medical Genetics and Genomics).
• Manage In-Training Exam (ITE) registration, scheduling, and proctoring.
• Manage trainee evaluations in New Innovations.
• Input monthly schedule in New Innovations and run variance report for GME each month.
• Process professional expenses for trainees.
• Enter and maintain Qgenda schedules for trainees.
• Onboarding, compliance, UKG, and offboarding for trainees.
• Organize SOC, EAP, Town Halls, and PEC meetings.
• Schedule didactics for programs.

Rotators:

• Manage processes for high school, undergraduate, medical students, residents, fellows, and international observers who rotate with our programs.
• Onboard and offboard all rotators.
• Create schedules for rotators.
• Compile feedback and submit to OASIS or rotator's home institution.

ACMG Summer Genetics Scholar Program:

• Support recruitment of scholars in conjunction with Program Director.
• Onboard and offboard scholars.
• Create schedules and manage payment of scholars.

Genetics Grand Rounds:

• Schedule and proctor weekly Genetics Grand Rounds lectures, booking rooms and coordinating with presenters.
• Create and send weekly announcement for Genetics Grand Rounds.
• Collect and submit CME paperwork each month.
• Collect disclosure forms from presenters and submit for review.
• Send weekly RedCap survey to collect CEUs for Genetic Counselors, compile for annual submission to NSGC.

GC Student Rotators:

• Onboard incoming cohort and offboard outgoing cohort annually for Penn MSGC students.
• Onboard and offboard TJUH student rotators.
• Onboard and offboard summer interns as needed.

What you will do

• Define and manage the CHOP Department of Pathology and Laboratory Medicine fellowship programs through collaboration with fellowship education agencies and programs, CHOP medical education faculty and leaders, and departmental faculty and leaders of all specialties
• Management and submission of data through college-specific portals and ACGME's Web Accreditation Data System (WebADS) as required by the various academic programs within the Department of Pathology and Laboratory Medicine
• Ensure financial alignment of fellowship positions offered and funded each year at the program, division, and department levels
• Create and manage trainee and faculty evaluations across the department
• Archive data of current and former trainees in the Department and update annually or as needed
• Provide training program coordinator support where needed, such as administrative support for Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings
• Provide additional program coordinator support to all specialties within the Department of Pathology and Laboratory Medicine
• Develop and design an online learning platform for fellows within the Department, collaborating with subject matter experts for content creation
• Responsible to lead the development, implementation, and ongoing assessment and improvement of fellowship trainee and faculty evaluations across all laboratory disciplines
• Continuously improve milestone-based evaluations through collaboration with program coordinators, program directors, and the Associate Chair for Education
• Prepare regular program-specific progress reports of Departmental trainees for review by the program directors and Departmental Administration
• Prepare draft reports, surveys, and data analyses pertaining to ACGME and specialty college requirements for the various accrediting agencies, GME office, Associate Chair for Education, and Fellowship Program Directors as needed
• Create and provide ongoing administrative support for programs and faculty to be entered into New Innovations and REDCap platforms (as well as provide administrative support for MedHub and Oasis) for faculty evaluations of the program trainees and trainee evaluations of the faculty
• Create and update templates of ACGME-required documents such as the program evaluation and summative evaluation forms
• Provides orientation for faculty and trainees that includes information regarding topics such as evaluations, accessing evaluation-data, Departmental training programs, and ACGME-requirements
• Actively participates as a member of the CHOP Department of Pathology and Laboratory Medicine leadership team
• Collaborate with Associate Chair for Education and departmental leaders to define and achieve team objectives across all departmental training specialties
• Serve as a leader, exercising strong collaboration and communication skills
• Exemplify and support a Fair and Just Culture that balances academic learning and personal accountability
• Demonstrate sensitivity, resiliency, and flexibility
• Exert influence and manage conflict to contribute to process improvements and positive outcomes
• Acts as a champion for programs to support trainee and faculty development including orientation, Continuing Education (CE), Diversity, Equity & Inclusion, and wellness initiatives
• Provides orientation for faculty and trainees that includes topics such as ACGME Common Program Requirements, program-specific requirements, evaluation systems, and accessing evaluation data
• Manage and assist with Continuing Medical Education (CME) application process for Departmental lecture series
• Provide ongoing administrative management of the CME lecture series by obtaining required disclosure forms from series directors and lecturers and supplying the required documents and evaluations for lectures
• Manage CME administration for lectures through Cloud CME system
• Support and/or coordinate initiatives for Diversity, Equity and Inclusion efforts in the Department of Pathology and Laboratory Medicine and the CHOP/Penn campus
• Support and/or coordinate wellness initiatives geared towards trainees and faculty on the CHOP/Penn Campus
• Support creation, maintenance, and support for an online platform for program administration, onboarding, and graduate medical education that supports all specialties across the Department of Pathology and Laboratory Medicine
• Work collaboratively with the Associate Chair for Education to develop and manage a digital learning platform where Departmental faculty and trainees can access information regarding training programs, educational opportunities, advancement, maintenance of certification (MOC), ACGME, specialty colleges, Diversity, Equity and Inclusion, and wellness
• Manage uploading, editing, and archiving of recorded video lecture series to the platform
• Update information and links on the platform on a continuous basis

Education Qualifications

• Bachelor's Degree Required
• Master's Degree Preferred

Experience Qualifications

• At least five (5) years of residency or fellowship administrative management with experience in GME at the program and/or institutional levels Required

Skills and Abilities

• Expertise with Microsoft Word, PowerPoint, Excel, and survey software
• Familiarity with specialty colleges (such as American Board of Medical Genetics and Genomics (ABMGG), American Board of Pathology (ABP), American College of Medical Genetics and Genomics (ACMG), ACGME, United States Medical Licensing Examination (USMLE), Education Commission for Foreign Medical Graduates (ECFMG), National Board of Medical Examiners (NBME), Federation of State Medical Boards, Pennsylvania State Board of Medicine, and the Joint Commission
• Skills in project management, professional communication, writing, data management, multi-tasking, and organization
• Ability to lead and contribute to teams

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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