GME Administrator - Clinical Learning Environment

This position provides administrative support, coordination, and oversight to the Office of Graduate Medical Education, with an increased focus on the clinical learning environment, liaising with our affiliated hospitals, quality improvement, and equity, diversity, and inclusion. The incumbent has decision
making discretion and conducts high impact activities across all departments with graduate medical education programs.

ADMINISTRATION (97%)
The staff in the Office of Graduate Medical Education (OGME) share a wide array of
administrative duties to maintain accreditation for the institution and its graduate medical
education programs. The Graduate Medical Education (GME) Administrator role maintains an
encompassing, organized overview of the organization and operation of the OGl\,ffi, including
institutional, departmental, and hospital requirements, responsibilities, and deadlines. More
specifically, the person in this role contributes to the team by performing the following tasks.
* Provides executive level support to the Associate Dean for Graduate Medical
Education (ADGME), and administrative support to the Director of GME (DGME).
* In conjunction with the ADGME and the DGME, provides oversight and monitoring
in meeting institutional and program requirements as well as CLER Pathways of the
Accreditation Council for Graduate Medical Education (ACGME) by maintaining
current knowledge of, and advising on policies, procedures, and documentation
necessary to maintain institutional and individual program accreditation.
* Organizes and/or assists in the organization of ad hoc committees of the GMEC.
* Composes and distributes emails, letters, memoranda, and reports requiring subject
matter knowledge, independence and discretion as requested.
* Drafts initial agenda and handout packet for the House Staff Board of Directors
(HSBOD) monthly meeting. Coordinates meeting agenda with the House Staff
Board President and Vice President. Schedules HSBOD monthly meetings for peer
selected representatives and the entire house staff body.
* Composes meeting minutes for the House Staff Board of Directors.
* Reviews, evaluates, develops, and interprets policies and operational procedures.
* Investigates, plans, organizes, interprets, and analyzes various sources of information
for executive reports and OGME operations. Including preparation for and reporting
at monthly Board Meetings.
* Acts as a representative for OGME on committees and attends national conferences
and meetings.
* Manages, develops, and controls confidential documents. This includes
resident/fellow files which include personnel records and salary information.
* Assists with training of the Office Administrator and other GME staff.
* Assists in developing job descriptions for OGME positions and assists in the
selection, training, and evaluation of support staff.

A. Clinical Learning Environment (CLE) Affiliated Hospital Liaison (35%)
Serves as the primary CLE liaison for all trainees, affiliated hospitals, and SIU Medicine.
* Works in partnership with the GME Administrator for Accreditation & Education on
CLER initiatives and monitoring.
* Manages the ACGME Clinical Learning Environment Review (CLER) process and
site visit.
o Performs complex scheduling for CLER site visits, including managing
blackout date schedules in ACGME WebADS and scheduling of meetings
with hospital executives and administrators, as well as program staff and
trainees.
o Ensures all requirements for the site visit are met and is responsive to the
team of site visitors.
o Shares feedback across all affiliated hospitals to ensure they are meeting
standards in the six focus areas of patient safety, health care quality, teaming,
diversity, equity & inclusion, well-being, and professionalism. The feedback
is designed to improve how clinical sites are engaging residents and fellows
in learning to provide safe, high quality patient care.
* Trainee liaison to monitor satisfaction with sleep rooms, lactation rooms, food
access, and other accreditation requirements.
* Conducts annual walking tours of Springfield hospital facilities to ensure compliance
with accreditation requirements; minimally every three years for affiliate hospitals.
* Establishes relationships with appropriate staff at all affiliated hospitals, including the
Medical Staff/ Executive offices, quality and patient safety and facilities staff if
applicable in order to ensure continuity of required resources for residents and
fellows, especially in absence of or during turnover of affiliate program staff.
* Monitors timely weekly completion of Springfield hospital medical records by
corresponding with hospitals and programs regarding delinquent records needing
attention and issues suspensions as needed.
* Oversees the trainee exiting process. Initiates changes to the exiting instructions and
clearance sheets that go to trainees. Coordinates mail merge and oversees exiting
process for the office administrator who actually disperses and monitors check outs.
* Coordinates annual events with all affiliated hospitals for Thank a Resident Day.
* Manages the monitoring process for ongoing employment requirements on behalf of
Springfield hospitals. This includes monitoring BLS/ ACLS/P ALS certifications
monthly as well as annual fall hospital computer-based learning modules and
orientation incoming resident computer-based learning modules; issuing suspensions
as needed and tracking completion status.

B. Quality and Patient Safety Liaison (25%)
Serves as GME quality and patient safety liaison between departments, training programs,
affiliate hospitals, SIU Medicine and outside organizations, providing assistance, information,
and advice as needed.
* Manages planning and coordination of special projects and events related to GME
quality and patient safety.
* Facilitates sharing ofresident/fellow quality and patient safety projects and
opportunities at all clinical sites by regularly communicating with program and
hospital leadership and providing documentation of these activities.
* Liaison for hospital quality & patient safety staff to facilitate resident participation in
patient safety investigation meetings / processes, and other quality or patient safety
related activities or committees.
* Hospital liaison for the provision of summary information of quarterly patient safety
reports to residents, fellows, faculty members, and other clinical staff members.
* Prepares detailed reports for hospitals, programs and the Graduate Medical Education
Committee. Many of these reports are essential for continued accreditation.
* Plans and coordinates all activities involved with the GME Quality Improvement
Poster Symposium.
* Oversees and monitors trainee participation in Quality and Patient Safety activities.
* Oversees and monitors trainee participation on hospital-based committees; manages
recruitment for committees, assignments, attendance, and follow up as needed.
* Monitors and prepares detailed triannual reports for RCA/Serious Safety Events
Participation and Near Miss Safety Event Submissions ensuring their documentation
from Springfield and affiliate programs.
* Collects and compiles data into quarterly reports on program transitions of care
(TOC).
* Participates in the bi-monthly GME Well-Being Subcommittee meetings. Acts as
institutional wellness liaison for faculty and trainees in conjunction with GMEC
Well-Being Subcommittee Chair.
* Facilitates hospital Employee Assistance Program (EAP) training efforts for
incoming and current residents/fellows.

C. Orientation and Onboarding oflncoming Trainees (20%)
Serves as the primary facilitator for new resident orientation and the onboarding process
annually.
Manages the annual orientation for new residents in Springfield, which includes
complex scheduling of internal departments and external agencies (i.e. EHR &
ACLS/PALS training, scheduling speakers and other attendees, etc.).
Coordinates and implements the monitoring process for trainee onboarding
employment requirements on behalf of the Springfield affiliated hospitals (i.e.
required certifications such as EHR, BLS/ ACLS, computer-based learning modules,
etc.). Provides regular compliance updates to program.
Monitors timely completion of trainee system enrollments (NPI, PECOS, IMPACT,
etc.) and issues suspensions as needed for delinquent enrollment.
Manages and organizes the annual recruitment efforts for participating programs for
the Exploring GME in Springfield events.

D. Antiracism, Equity, Diversity, and Inclusion (15%)
Supports the ADGME, DGME, and the SIUSOM Office of Antiracism, Equity, Diversity,
and Inclusion in ABDI efforts within the institution and graduate medical education
programs. This position is key in assisting the institution with establishing an environment
where all feel safe and welcome. OGME and OABDI work in tandem to move the needle
forward on becoming an institution that is fair and equitable to everyone.
Assists programs in meeting the ACGME Common Program Requirements that focus
on diversity, equity, and inclusion.
o Assists with data collection and monitoring in regard to recruitment,
retention, and ultimate board certification rates.
Includes liaising with programs, coordinating and inputting the data
collection from programs annually on recruitment efforts of
physicians who are underrepresented in medicine (URM).
Participates in training and has a general understanding of
recruitment software, techniques to pull data, and makes
recommendations in collaboration with the ADGME for collection
and type of data reported on annually.
o Monitors the environment to ensure trainees can raise concerns and provide
feedback without fear of intimidation or retaliation; providing psychological
safety.
o Monitors the environment to ensure it is free from discrimination,
harassment, mistreatment, abuse, or coercion.
Acts as a resource and conducts institutional oversight to programs on implicit bias
training.
Actively participates in ABDI Grand Rounds .
Actively participates in URM recruitment efforts .
Primary GME liaison for the OABDI and their Affinity Groups .
Participates in OAEDI curriculum and initiatives .
o Assesses the OGME physical environment to ensure it meets the SIUSOM
mission of being an anti-racist organization and is welcoming to all.
Is able to direct trainees, faculty, and staff to the Equity Response Team to report
incidents of bias and to obtain support when needed.

E. Miscellaneous Administrative Duties (2 % )
* Assists in coordinating and planning special projects as needed by the Associate
Dean for Graduate Medical Education.
* Demonstrates, by actions, commitment to the mission and the behavioral standards of
SIU School of Medicine. Provides excellent seivice to both internal and external
customers through collaboration and partnership; compassion and respect; integrity
and accountability; diversity and inclusion; as well as continuous learning and
improvement.
* Other duties as assigned.

2. FISCAL (3%)
A. Manages budget and expenses related to the clinical learning environment and orientation
for all trainees.
B. Researches and initiates grant applications. Prepares application, gathers all supporting
documentation, and submits application on behalf of OGME. Monitors application
process, ensures guidelines are met, and submits required reporting of documentation and
outcome data.
C. Prepares requisitions and orders as needed.
D. Requests price quotations from various vendors and resolves problems with supply orders
and invoices as needed.
E. Departmental p-card holder as needed.
F. Assists the Director of Graduate Medical Education in developing departmental budget
and in monitoring expenditures and reconciliation.

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

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Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

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