LifeLong Medical Care

  • GME Program Administrator

    Job Locations US-CA-Berkeley
    Posted Date 4 weeks ago(6/25/2018 7:56 PM)
    # of Openings
  • Overview

    LifeLong Medical Care is a Federally Qualified Health Center in Northern California with over 42 years of dedicated service to the community. LifeLong provides comprehensive, compassionate care to over 60,000 patients in socio-economically underserved regions of the East Bay Area. We provide medical, dental, behavioral health, and school-based services at 20 sites across Oakland, Berkeley and West Contra Costa County.

    Our mission is to provide high-quality health and social services to underserved people of all ages; create models of care for the elderly, people with disabilities and families; and advocate for continuous improvements in the health of our communities.

    The Family Medicine Program Administrator (PA) is responsible for all the administrative support during the initial residency/fellowship training program (the Program) application and approval process. Once the Program starts, the PA will be responsible for the day-to-day administration and for assisting the Program Director (PD) in developing and maintaining the educational quality of the Program and ensuring compliance with ACGME accreditation standards and other regulatory requirements. The PA functions as a liaison between the PD, residents/fellows, GME Office, participating sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which their residents/fellows rotate.


    • Provide administrative support to the Program Director during the Program application submission period.
    • Assist the PD in planning, developing, and implementing residency/fellowship program.
    • Assist in the development of LifeLong GME policies and procedures based on external requirements.
    • Manage confidential and critical materials, issues and communications. Act as liaison between the PD and a full range of internal and external offices and individuals.
    • Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; develop program policies to comply with accreditation requirements.
    • Maintain all essential documents required for program accreditation.
    • In collaboration with the PD, establish policies and procedures for candidate recruitment.
    • Update and manage program information in ERAS (Electronic Residency Application Service) or appropriate matching service for the specialty.
    • Ensure resident/fellow reporting compliance in the electronic management residency system.
    • Communicate with GME constituents (GME Office, department, faculty, residents/fellows, ACGME, ABMS specialty board) on a regular basis or as needed.
    • Interpret ACGME requirements, LifeLong GME policies and procedures, and other LifeLong policies as applicable.
    • Manage and coordinate ACGME site visits, including preparation of the site visit PIF and other documentation. Along with PD, help prepare program, faculty, and residents/fellows for site visit; arrange meeting rooms; ensure required documents are available to site visitor as requested; and serve as key participant in the site visit. Work with the GME Office to schedule program Internal Reviews, prepare Internal Review documents, and participate in review meetings.
    • Prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites. Ensure agreements are revised as needed.
    • Maintain program and trainee statistics as identified for the hospitals for Joint Commission (TJC) accreditation requirements. Resident/Fellow Schedules.
    • Produce recruitment brochures and content for program website, coordinates application review process, contacts applicants for interviews, schedule and manage interview day activities, and submits NRMP rank order lists.
    • Complete surveys and ensure information is up-to-date in various GME systems (Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack, ERAS, NRMP).
    • Manage program operations budget and additional budgets (e.g., research, gift accounts), as applicable.
    • Ensure program faculty possess the appropriate credentials indicated by the program’s RRC, as appropriate, and that their CVs are logged in the ACGME’s WebADS system, as required by the ACGME.
    • Maintain current faculty CVs with list of current publications.


    • Excellent administrative, time management, organizational skills, and an ability to multitask and prioritize competing priorities, work independently, and meet important deadlines.
    • Must have an interest in medical education and the desire to work in a health care setting.
    • Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows and other administrative personnel.
    • Commitment to the provision of primary care services for the underserved with demonstrated ability and sensitivity in working with a variety of people from low-income populations with diverse educational, lifestyle, ethnic, and cultural origins.
    • Ability to be flexible and adaptive to change as well as persistent in completing complex tasks.
    • Clear and concise communication skills – written and oral – as well as exceptional interpersonal skills.


    Job Requirements and Preferences         

    • Master’s degree
    • Experience in administration and/or office management in an academic health care setting preferable. Previous budget and auditing experience preferred.
    • Proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint).


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