Since 1875, South Brooklyn Health has established its reputation for clinical excellence and culturally competent care. It has designations as a Certified Percutaneous Coronary Intervention (PCI) Center, an Advanced Primary Stroke Center, an accredited Baby-Friendly Hospital, a U.S. News & World Report high performing hospital. The hospital's staff is as diverse as the patients they serve. Interpreter services can be provided at any time of the day or night in over 130 languages.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Work Shifts

8:00 A.M - 4:00 P.M

Job Description

Purpose:

Under the general supervision of the Associate Executive Director of Academic Affairs and the Medical Director of Graduate Medical Education/Research with significant latitude for independent initiative and judgment, responsible for the operational and financial management of the Office of Academic Affairs and oversight of all graduate medical education programs in the hospital.

The OAA Administrator will continually assess and direct a wide range of programmatic issues including long range planning, developing projects, analyzing administrative workflow, maintaining databases, communicating with GME programs' leadership and trainees regarding a range of issues, and managing internal and external office relations.

Specific Duties and Responsibilities:
1. Provides support and meets regularly with the leadership of OAA concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the AED of Academic Affairs for improvement. May assist in hospital-level GME policy development.
2. Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
3. Establishes relationships and serves as liaison and communicates with GME constituents (NYCH+H GME Council, clinical departments, program directors/coordinators, residents/fellows, ACGME, ABMS specialty boards) on a regular basis;
4. Acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, program Affiliation Agreements (PLA's), and external rotations. Acts as a liaison between trainees and program administration when necessary.
5. Informs program coordinators of inter- and intradepartmental policy and procedure changes.
6. Ensures programs are in compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
7. Assists with proctoring specialty-specific exams if needed.
8. Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
9. Assists program coordinators in maintaining resident data in New Innovations and other databases if needed. Assists in transferring master schedules into MedScheduler for all programs at the beginning of the academic year.
10. Coordinates Institutional meetings. Keeps minutes of all OAA meetings. Keeps track and updates Institutional GME policies on a regular basis.
11. Oversees all purchasing for the OAA. Orders equipment and supplies for the simulation lab (once established).
12. Plans hospital-wide annual events including orientation, graduation, faculty and resident retreats, research fair as well as various meetings and program-related events.
13. Organizes meetings and distributes materials for different events. Develops brochures, invitations, or advertisements for events/lectures.
14. Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Creates/edits annual publications regarding the GME programs. Collaborates with Central Office in regards to program's website.
15. Assists program coordinators with the ERAS database (Electronic Residency Application System) and Thalamus during Residency Recruitment season.
16. If needed, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
17. Tracks and processes initial paperwork for visa requests, in conjunction with the ECFMG and other involved parties.
18. Assists in the preparation for ACGME Self Study, Site Visits and internal/special reviews.
19. Assists in monitoring residents' work hours and operative/case experience via regular review of data reports in New Innovations.
20. Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital departments.
21. Participates in interview and selection process for GME program coordinator positions.
22. Performs other duties as assigned by the DIO/DME, AED and the Medical Director of GME/Research.
23. Provides administrative supervision and guidance to program coordinators regarding administrative issues, due dates, and deadlines. May supervise, train and guide new coordinators or administrative assistants within the institution.
24. Responsible for recurring purchase orders for the residency programs, processing all check requests, and paying bills associated with the GME activities.
25. Other duties as required.

Minimum Qualifications
1. A Masters Degree in Art or Science with a specialization in Hospital Administration, Health Care Administration, Administrative Medicine or in Public Health when conferred for a program in hospital administration from an approved college or university; and,
2. Four years of administrative experience and background at responsible management and administrative levels; or,
3. An equivalent combination of training, educational background and experience in related fields and educational disciplines; and,
4. Knowledge of fundamentals of hospital organization, administration and standards, regulations and laws applicable to hospital operations. Knowledge of principles of business and personnel administration, management functions and support service functions and ability to direct and supervise personnel.

Department Preferences
• Excellent written, verbal and cross-cultural communication skills. Must possess excellent customer service skills.
• Ability to organize information.
• Be proactive and willing to take initiative, have an aptitude for problem-solving.
• Ability to handle sensitive information with absolute confidentiality; be able to adapt quickly to changes in work requirements and assignments.
• Working knowledge of software applications including ACGME WedAd, ERAS, New Innovations, Thalamus, Microsoft Word, Excel, and PowerPoint.
• Ability to make decisions independently or to escalate issues as needed; should exhibit diplomacy and compassion.

NYC Health and Hospitals offers a competitive benefits package that includes:

• Comprehensive Health Benefits for employees hired to work 20+ hrs. per week
• Retirement Savings and Pension Plans
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts
• College tuition discounts and professional development opportunities
• Multiple employee discounts programs

Vacancy Control Board Number

VCB #: CON-12042023-0306