The Department of Rehabilitation Medicine, Division of Physical Medicine & Rehabilitation (PM&R), at the University of Minnesota invites applications for a full-time Residency Program Administrator (Admin. Associate 1, 8208A1) to join our team. The Residency Program Administrator will provide direction, leadership, and day-to-day management of the Division's ACGME-accredited PM&R residency program while working closely with the program director, associate program director, and departmental leadership. This includes administration of the residency program by providing education coordination between attending physicians, residents, hospital/clinical sites, and institutional and regulatory administrative offices. The Education Coordinator also works to coordinate human resources functions, budget review, and financial processes for the residency program.

Ideal candidates will have experience in program management, or a willingness to learn, and motivation to become an integral part of the team. A successful candidate must demonstrate initiative, resourcefulness, and problem-solving skills in applying detailed knowledge of the responsibilities, functions, and underlying management structure of accrediting organizations the Department of Rehabilitation Medicine, and the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely workflow. They are comfortable in a fast-paced working environment managing multiple priorities.

Job Duties/Responsibilities:
* Program Administration (55%)
o Serve as the primary point of contact for medical residents on all residency-related matters.
o Functions as a liaison between the residents/fellows, program director/associate program director, faculty, GME office, human resources labor relations, participating sites, and other internal departments and outside agencies.
o Primary communications strategist for all program-related communications, internal and public-facing.
o Executes institutional, departmental, and/or program activities with a high degree of independence
o Responsible for maintaining all up-to-date resident and alumni records, including reviewing all requirements for completion of training program, auditing trainee status to determine progression needs, maintaining the alumni database, preparing final verification of training documents (summative evaluation and training verification forms), and completing requests for training verifications.
o Primary point of contact for program policy inquiries. Offer expertise to trainees and faculty as the subject-matter expert on various institution and program processes, including scholarly activity, budgeting (rotation FTE and operational budgets), resident assessment, HR-related matters (PTO, leaves of absence), program agreements, and additional aspects of program management. Educates and manages the distribution of institutional and program policies.
o Responsible for maintaining and annually revising the Program Policy Manual to ensure it remains current and compliant.
o Responsible for managing and maintaining templated rotation schedules that align with budgetary constraints, curricular requirements, and service needs.
o Stay abreast of the latest physician training requirements set by the national governing board. Utilize this knowledge to recommend program-level solutions in response to any policy or requirement changes.
o Engage with trainees, program faculty, and departmental leadership to assess governing requirements to create individualized short- and long-term trainee learning plans. Analyze multiple information sources such as trainee career goals, multi-site rotation offerings, program and accrediting body requirements, and financial government funding parameters to support recommendations to program leadership.
o Collaborates with program and departmental leadership and chief residents to implement programmatic changes and process improvements.
o Oversee and coordinate various programmatic events such as workshops, conferences, required exams, graduation ceremonies, lectureships, job fairs, etc.

* Program Accreditation Management (20%)
o Manage high-stakes accreditation self-study submissions and site visits. Recommend enhancements to drive accreditation preparedness with an understanding of the organizational impact on the programs and their unique processes and requirements. Propose and implement initiatives aimed at addressing and resolving areas for improvement and citations.
o Ensure residents and faculty are prepared to respond to the ACGME annual surveys. Collaborate with the program director/associate program director, faculty leaders, education manager, department leadership, and trainees to develop and execute plans to address survey findings.
o Partners with the program director/associate program director to oversee the ongoing management and annual update process, ACGME WebADS updates which includes collecting scholarly activity from residents and faculty among other activities.
o Clinical Competence Committee (CCC): Manage evaluation system of trainees, faculty, and rotations used by the CCC. Amend evaluations to reflect changes in the ACGME requirements. Develop and execute an approach to submit milestone reports to the ACGME.
o Program Evaluation Committee: Collaborate in developing action plans for the program to achieve goals established during the annual program evaluation.
o Creates and/or maintains processes for tracking: evaluations, personnel data, block schedules, case/procedure logs, conference attendance, leave time, licensure, etc.
o Supervise trainee duty-hour reporting and RMS rotation schedules and assignments (rotation protocol), which directly impact Medicare reimbursement.
o Monitor program FTE usage and partner with departmental leadership to identify necessary shifts, if needed.
o Agreement point of contact: Monitor program agreements to ensure all agreements are valid. Initiate contract renewal and manage domestic and international processes including negotiation of contracts, relationship management, and leveraging contract services (legal, translation, etc.) for all PM&R programs.

* Resident Recruitment & Onboarding (20%)
o Manages all aspects of the annual recruitment season while serving as primary contact for applicants and faculty.
o Consult with departmental leadership and the program director/associate program director to develop program admissions criteria, evaluate and select top candidates, and analyze faculty assessments to develop a ranking of candidates. Conduct post-recruitment cycle analysis to continually enhance program competitiveness and identify areas for improvement.
o Oversee program use of the Electronic Residency Application System (ERAS), the system used to manage applicants participating in the National Resident Matching Program (NRMP), ensuring adherence to all policies and procedures.
o Develop and/or update recruitment marketing materials, departmental website, and multimedia promotions. Screens incoming applications for program and departmental leadership.
o Coordinates and actively participates in recruitment days and serves on the selection committee.
o Additional responsibilities include, but are not limited to, organizing accommodations, catering, and events within the programmatic budget.
o Represent the programs at local and national conferences to recruit candidates, as needed.
o Manage the NRMP Supplemental Offer and Acceptance (SOAP) process for programs as needed.
o Creates and manages processing for program-level onboarding, licensure maintenance, etc.

* Other Duties (5%)
o Special projects and process improvement initiatives.
o Cross coverage of Education team members.
o Other administrative responsibilities as identified.

This position is a combination of work-from-home and on-campus days with sporadic evening/weekend activities. We are strongly committed to diversity, equity, and inclusion and welcome applicants from all backgrounds. Learn more about diversity, equity, and inclusion in the Department of Rehabilitation Medicine here: .

Salary range: $60,000-$70,000 DOQ

All required qualifications must be documented on application materials

Required Qualifications:
* BA/BS or a combination of related education and work experience to equal four years
* Experience working in higher education or an academic medical center, equivalent experience will be considered
* Demonstrated ability to organize and present complex information
* Demonstrated experience handling a wide range of administrative-related tasks with a commitment to professionalism and confidentiality
* Outstanding communication (oral and written), interpersonal, and organizational skills with keen attention to detail all with an ability to work collaboratively with diverse audiences
* Proficient with Microsoft Office and Google Suite, with the drive to learn new systems as needed
* Highly organized with attention to detail in a fast-paced, multitasking environment
* Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines

Preferred Qualifications:
* Professional program and/or project management experience
* Experience with web conferencing software (e.g., Zoom, Microsoft Teams, Google Meet)
* Demonstrated ability to work across varying levels of an organization (i.e., leadership, colleagues, and trainees)

To learn more about the Department of Rehabilitation Medicine, please visit .

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF)
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• with free or reduced rates in the Twin Cities metro area

Please visit the for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:

Rehabilitation Medicine's Commitment to Diversity, Equity, and Inclusion

We affirm the contributions of all people in our communities. Diversity and equity are at the core of our mission and threaded through our clinical practice, research, service, and education in the Department of Rehabilitation Medicine and each of its divisions. We welcome and value voices and perspectives from all individuals with intersecting identities and lived experiences and believe that those diverse perspectives contribute significantly to excellence in medicine and rehabilitation.

We explicitly reject bias, discrimination, and exclusion on the basis of race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. We all are responsible for recognizing, confronting, and addressing bias and discrimination and diligently working for positive change in support of equity, diversity, and inclusion.

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

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