What are the responsibilities and job description for the Office Manager- GME IM position at University of Illinois?
Office Manager- GME IM
Hiring Department: GME- IM
Location: Peoria, IL USA
Requisition ID: 1027204
Posting Close Date: 9/10/24
This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work – Not Remote).
The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.
Description:
Position Summary
The Office Manager will work under the direction of the Internal Medicine Residency Program Director and Coordinator and will possess in-depth working knowledge of the University, ACGME requirements, as well as procedures and activities of the program(s). The use of various computer and web-based programs is necessary. They will provide highly specific administrative support activities related to curriculum coordination for Graduate Medical Education focusing on scheduling, curriculum document prep, coordinating resources, self-studies, and evaluations and general support duties. Confidentiality is required with work on various aspects and projects. This position functions with independence, the use of good judgment and the ability to utilize various systems.
Duties & Responsibilities
- The Office Manager provides highly specialized administrative support to the leadership of the program and independently anticipates and addresses office support needs for day-to-day operations under the direction of the Program Assistant.
- Serves as a resource and support for faculty, fellows, and the Program Assistant.
- Assist with program accreditation compliance by obtaining and maintaining required information and documentation for different committees and organizations such as GMEC, ACGME, Sub-Specialty boards, IRIS, Alumni, and Resident files/portfolios.
- Assist with the compiling and uploading of resident education data per program requirements and generates reports on data from the New Innovations software and other resources.
- Organizes program specific curriculum, didactics and handbooks for policy compliance and maintenance.
- Develop understanding of the ACGME specialty specific guidelines.
- Full write/edit responsibility for the program calendar(s) to add, edit and make necessary adjustments for educational sessions, engagements and meetings.
- Prepares necessary materials and documents for calendar events. Maintain numerous contacts with program faculty/residents and other programs regarding rotations, evaluations, and committees.
- Supports communication by following the course of action as directed by the Program Coordinator and Director(s).
- Attend meetings to support committees, and at times serves as a delegate for the program.
- Maintains confidential files for the program and items related to contracts, licenses, visa status, ECFMG status, duty hours, procedural competency, leave submissions, education, curriculums, and events.
- Documents and reports learner participation in mandatory curriculums such as Research, Quality and Safety, Disparities, and DEI. Support data entry by collating, copying, sorting, filing, scanning of materials, curriculum and official office notes.
- Coordinates medical education activities and publishes schedules for activities.
- Maintains calendar on website/outlook in support of the Program.
- Independently reschedules sessions based on the faculty availability and educational need.
- Coordinates room logistics for conference, course instruction, testing, and small group discussions.
- Composes correspondence, memos and reports that represent the Director(s) position.
- Documents may be sensitive or technical in nature. Monitors renewals, expense records, and monitors yearly expenses for fellows in each program.
- Support the program and be a resource in the coordination of recruitment for new residents/fellows.
- Gather materials, provide communications, organize logistics, marketing, websites, expenses, and schedules.
- Review, filter, and validate candidate recruitment criteria and requirements.
- Assist with setting schedules and making contact with potential candidates for interviews.
- Assist with the organization and participation of the ranking and selection of all candidates.
- Utilize various systems to support recruitment such as ERAS, NRMP, FREIDA, GME Track.
- Support the onboarding, orientation, and events in support of the new residents/fe
Qualifications:
Minimum Qualifications
- High school diploma or equivalent.
- Two (2) years (24 months) of work experience comparable to the third level of this series.
FY25 Benefit Booklet: https://cms.illinois.gov/benefits/stateemployee/fy2025-benefit-choice-resources.html
NOTE: Each posting requires a separate on-line application. Applications cannot be re-used. Submission of application including complete work and education history is required; all information submitted will be verified. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois residency is required within 180 days of employment.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit https://www.hr.uillinois.edu/cms/one.aspx?portalId=4292&pageId=5705 to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures and employment eligibility review through E-Verify.
The University of Illinois conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act.
As an EOE/AA employer, the University of Illinois encourages applications from individuals regardless of an applicant’s race, color, religion, sex, gender identity, sexual orientation, national origin, and Veteran or disability status.
The university provides accommodations to applicants and employees. Request an Accommodation at https://jobs.uic.edu/request-and-accomodation/
