Administrative Responsibilities
1. Oversees day‐to‐day operations of the program
2. Provides administrative support for program director, associate program director and
housestaff
3. Administrator for program committees (program evaluation committee, clinical
competency committee, etc.)
4. Updates program policies as needed to be compliant with ACGME/GME office
5. Assists housestaff with program policies and procedures
6. Updates competency‐based rotation goals and objectives and distributes to housestaff
and faculty annually
7. Assists with producing and distributing manuals/handbooks for housestaff
8. Assists with producing and distributing annual rotation schedule and changes including
entering and updating in Medhub
9. Assists with producing and distributing housestaff on‐call schedules
10. Assists with producing and distributing didactic conference schedule
11. Coordinates program wide events such as graduation
12. Maintains files on current and alumni housestaff
13. Executes program letter of agreement (PLA) between the program and each
participating site
14. Executes house staff contracts
15. Coordinates and proctors annual specialty in‐service examination
16. Maintains housestaff scholarly activity data for GME office and ACGME annual update
17. Communicates directly with specialty board, specialty societies and other organizations
18. Works with the GME office to ensure housestaff compliance with medical and
controlled substance licenses, DEA number, BLS/ACLS/PALS, USMLE, TB test, flu shot,
N95 respirator mask fitting, and computer training requirements
19. Reports on‐call meal money for housestaff to the GME office
20. Assist with the Annual Program Evaluation (APE) by preparing a written plan of action,
as is required, that delineates specific initiatives to improve performance as well as how
to measure/monitor performance.
21. Assist with updating ACGME Annual Program Review (ADS) with Program Director.

Evaluation/Credentialing
1. Coordinates the distribution, tracking and filing of housestaff, faculty and rotation
evaluations in Medhub
2. Drafts verification of training forms
3. Tracks housestaff procedures in Medhub (if applicable) and the ACGME Case Log System
4. Monitors housestaff board eligibility status
5. Coordinates semi‐annual housestaff reviews with program director or associate
program director, including portfolio review
6. Monitors housestaff duty hours, runs monthly duty hour violation report and reports
violation and action plan to the GME office
7. Processes Moonlighting Authorization Forms
8. Processes summative evaluations for housestaff completing the program or transferring
out of the program

Housestaff Recruitment
1. Manages applications through the Electronic Residency Application Service (ERAS)
program
2. Assists program director in screening and inviting candidates for interview
3. Updates recruiting brochures, websites and other materials provided to applicants
4. Reviews the required policy and document packet with interviewee including interview
packet checklist and J1 visa forms
5. Schedules candidate interviews with faculty, meeting with housestaff and tour of
facilities
6. Verifies applicant eligibility including program selection policy, Educational Commission
for Foreign Medical Graduates (ECFMG) and visa requirements
7. Assists the program director in submitting the rank order list to the National Resident
Matching Program (NRMP)
8. Completes annual GME Census Survey through GME Track to populate program’s listing
on FREIDA

Program Accreditation
1. Advises program director of ACGME specialty’s program requirement interpretation
2. Maintains accurate and easily retrievable records of housestaff training
3. Completes annual ACGME program and housestaff updates
4. Manages data for ACGME Next Accreditation System (NAS)
5. Organizes special/internal review with the GME office
6. Serves as a key participant in ACGME and GME office reviews

Information Technology
1. Updates specialty board websites annually
2. Implements and maintains program management software (Medhub)
3. Develops and maintains program and recruiting webpages

Human Resources
1. Processes and tracks housestaff absences both in Medhub and for board qualification
2. On‐boards new housestaff to the program including orientation
3. Maintains fellowship and job opportunity files
4. Monitors housestaff morale and responds to concerns
5. Assists in housestaff remediation
6. Assists with due process for housestaff probation and termination
7. Coordinates housestaff mentor program

Finance
1. Oversees program budget
2. Processes additional compensation forms for housestaff
3. Manages travel including registering trip, early and final travel reimbursements for
program director, associate program director and housestaff
4. Processes procurements for the program
5. Processes procurements for housestaff using their education and travel funds

Professional Development
1. Attends monthly GME office coordinator meetings
2. Engages in life‐long learning by taking courses the further professional growth,
knowledge and expertise to enhance program management skills (through human
resources, etc.)
3. Actively participates at a national level in program coordinators’ association (if one
exists for the specialty), or other national meetings, e.g. involvement in the annual
ACGME Coordinator program or other relevant graduate medical education committees
4. Support in pursing certification through Training Administration of Graduate Medical
Education (TAGME)

DISCLAIMER
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

383 University Street, Level 1 OEO Suite

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.