Job Summary:

The Administrative Program Director will directly supervise the Internal Medicine Residency Program administrative staff and budget. The Administrative Program Director will provide administrative supervision over the Internal Medicine Medical Student Program administrative staff and budget. The Administrative Program Director will be the administrator for the Department of Medicine Education Program.

The Administrative Program Director guides day-to-day operations of the Internal Medicine Residency Program and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC); Manages requirements of the training program, including accreditation, duty schedules (New Innovations), evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations; Reports and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.

Key Responsibilities/Duties:

Financial Management

• Oversees the monitoring of the annual budget for residency program.
• Direct the day-to-day financial and budgeting operations. Monitor and analyze departmental expenditures to ensure the assigned budget is spent efficiently and fully satisfies departmental needs.
• Oversee the transactions for purchases related to the residency program.
• Coordinate the preparation of purchase requisitions and purchase reconciliations.
• Works collaboratively with the Department of Medicine Fiscal Affairs office

Supervision

• Provide direct supervision to program coordinators and student general office aide/assistant(s) for the residency program
• Conduct regular performance evaluations in conjunction with the Program Director and Associate Program Directors
• Provide administrative supervision to program advisors and student general office aide/assistant(s) for the medical student programs. Direct programmatic supervision still remains with the Program Director of the Medical Student Programs.
• Provide training on fundamental residency operating systems to new employees as well as ongoing mentoring and coaching for existing team members
• Approve biweekly timesheets the entire Education Unit
• Works collaboratively with the Department of Medicine HR office

Evaluation/Credentialing

• Coordinates the distribution, tracking, and filing of residents, faculty, and rotation evaluations.
• Alerts the program director to evaluations of concern regarding residents, faculty, and rotations.
• Drafts recommendation letters and verification of training forms.
• Maintains documentation for board eligibility.
• Coordinates semi-annual file reviews.
• Ensures stated licensure requirements are met by the program.
• Ensures residents are compliant with the Health Insurance Portability and Accountability Act (HIPAA).

Resident Recruitment and onboarding

• Partners with the program director to establish recruitment policies.
• Manages the Electronic Residency Application Service (ERAS) process.
• Assist program director in screening and inviting candidates for interview.
• Updates recruitment brochures, websites, and materials provided to applicants.
• Coordinates interview process, ranking, and post-match activities.
• Submits National Resident Matching Program (NRMP) list via Internet.
• Verifies Educational Commission for Foreign Medical Graduates (ECFMG) documentation and ensures visa requirements are met.
• Together with the GME office ensure accurate and timely processing of continuing residents appointments and appointments for new residents
• Coordinates information for and attends recruitment fairs.

Program Accreditation

• Understands the Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, and program requirements.
• Advises program director of requirement interpretation.
• Attends and maintains minutes of Residency Committee meetings.
• Coordinates completion of Program Information Form (PIF) for ACGME site review.
• Prepares department, faculty, and physicians-in-training for site visit.
• Serves as key participant in site visit.
• Organizes internal review with institution’s

Resident Graduation

• Ensure completion of final evaluations for Graduating Residents
• Together with the GME office ensure termination of graduation residents or continuation for Chief Residents
• Together with the GME office ensure distribution and completion of GME clearances
• Secure location for Graduation Reception and oversee the planning of the event to include budget, program outline, residents certificates and gifts, faculty awards

Information Technology

• Uses Internet for ACGME webADS, American Board of Internal Medicine (ABIM) Tracking, ERAS, NRMP, surveys, and national reports.
• Implements and maintains program management software.
• Develops and maintains database on residents and alumni.
• Develops informational websites for faculty and physicians-in-training.
• Creates and maintains recruiting web pages.

Other special projects and duties as assigned

Minimum Qualifications

1. Bachelor's degree
2. A total of three (3) years (36 months) in education, training and/or work experience in the area of specialization inherent to the position
3. Experience working with a clinical residency or fellowship program
4. Demonstrated experience working with a clinical residency or fellowship program

Note: Master’s degree in an area consistent with the duties of the position may be substituted for one (1 year) of work experience.

To Apply: For fullest consideration, please complete an online application by clicking the Apply for Position button below.

Please upload all valid certifications and transcripts within the document section of your online application. Documentation of high school completion (official transcripts, copy of diploma or GED certificate) is required in order to be eligible for this position within the University of Illinois Hospital and Health Sciences System.

All civil service positions require an exam.  The exam for this position is a Credentials Assessment.  You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:

You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume and/or college transcript will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date. 

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

If a degree or college coursework is required, you must provide official transcripts.

Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application through the "Documents" page on the Civil Service Employment Application (page 4). Be sure to select the appropriate document type before uploading the document.

If your educational institution provides electronic transcripts, please have them sent to jazmin@uic.edu 

If your educational institution doesn’t provide electronic transcripts, they must mail the transcripts to:

University of Illinois at Chicago
Recruitment and Staffing
Human Resources Building Room 109
715 S. Wood Street M/C 862
Chicago IL 60612
Attn: CD0906 - Program Director - JA

If an application and all applicable forms, transcripts, and supporting documents are not submitted by the close date, the applicant/employee will not be considered for this position and will be denied. 

For fullest consideration, the above mentioned requirements must be submitted no later than 4/12/2021. 

We appreciate your interest in employment at the University of Illinois at Chicago. 

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.  

This position requires Illinois residency within 180 days of the hire date.