Working with the Program Director and Associate Program Directors, the Education Manager directs administrative strategies and develops and implements systems to enhance the operations of education programs for all residents, medical students, and fellows in Neurological Surgery.This position provides direction, leadership, and day-to-day management of all departmental educational activities. The Education Manager also functions as a project manager for professional medical education events for Neurological Surgery, as well as the visitor program for the department.

 

This position is responsible for the oversight of Accreditation Council for Graduate Medical Education (ACGME) Neurological Surgery Residency Program, three (soon to be five) non-ACGME, CAST-accredited fellowship programs, medical student rotators, and an active visiting scholar program. The Education Manager must demonstrate initiative, resourcefulness, and problem-solving skills in applying detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger institution. This includes organizing and independently prioritizing work, establishing procedures and systems, developing and monitoring educational curriculum, and ensuring orderly and timely work flow. Acts for and makes decisions in the absence of Program Director within prescribed limits of authority and protocols.

Trainee Program Management:  

• Actively engages with the Program Director, Associate Program Directors, Clinical Competency Committee, Program Evaluation Committee, and other institutional faculty and executive advisors to enhance the learning environment and to ensure that education goals are achieved.
• Creates administrative structures to improve the performance of trainees. 
• Oversees the direction of educational programming, communicating across the sub-specialties with numerous faculty to develop, design and implement curriculum for ongoing weekly conference series, regular and ongoing lab-based dissection and simulation courses, as well as rotation content, including developing goals and objectives in order to fulfill national requirements and prepare trainees for completion of a 7-year resident training program.
• Oversees the requirements and educational programming of multiple fellowship training programs, following the CAST accreditation and national requirements. 
• Develops and implements solutions for meeting national program requirements including ACGME Milestones imperatives, responds to all institutional and external program reviews, and ensures compliance with internal and external reports. 
• Ensures accuracy and completion of accreditation reports and forms to GME and ACGME, ensuring compliance within the designated timelines.
• Understand all policies and requirements including ACGME annual policy revisions and/or exceptions that are awarded to the residency program.
• Documents current and ongoing educational activities for all trainees, including board certification after program completion.
• Updates and maintains all systems to ensure trainee tracking, progress, and compliance per OHSU and ACGME record requirements. Tracks and reports accreditation specific requirements including ACGME Milestone reporting. Identifies problems and advises Program Director and faculty advisors as appropriate. 
• Recognizes and maintains security of confidential and privileged information; assures confidentiality of all meetings, documents and communications. Manages confidential records for residents and fellows.  
• Manages CAST accredited (non-ACGME) fellowships, including recruitment, onboarding, and assessments of fellows, plus all program accreditation requirements such as annual reporting and verifications of training.
• Develops and implements systems and procedures to effectively manage the recruitment process for residents and fellows.
• Develops materials for program orientation for incoming trainees.
• Develops and implements diversity action plans; monitors progress, and re-evaluates as necessary to ensure success in recruitment diversity goals. 
• Designs and implements trainee, program, faculty, and rotation evaluation processes and timelines to solicit appropriate information in order to meet accreditation requirements. Maintains all necessary electronic records relative to evaluation processes.
• Manages semi-annual review process and review meetings for residents.
• Prepares performance reviews through maintenance of personnel files. 
• Update and maintain descriptions of the residency rotations.
• Monitors electronic timekeeping system to track compliance for trainee work hours. Manage resident schedules to ensure ACGME work hour requirements are followed. Monitors violation reports and administers corrective action. 
• Manages attendance system, including communicating excused resident absences to the appropriate schedulers, record in trainee’s academic file and communicate all absences to Program and Department faculty leaders.
• Coordinates with Chief/Senior Residents and Program Director to design and implement yearly rotation assignments and vacation schedules for residents according to ACGME, ABNS, and Program policies, taking into account academic requirements and service, including on-call, commitments to other divisions, Departments, OHSU and its affiliated hospital units. 
• Monitors scheduling changes throughout year and provides approval once appropriate parties have been notified. 
• Administers and oversees proctoring required for annual resident primary board examination. Maintains security of all materials and assures compliance with outlined procedures. 
• Organizes and attends semi-annual Clinical Competency Committee and Program Evaluation Committee meetings. 
  Monitors resident and fellow compliance with Neurosurgery and/or OHSU required training via Compass or other systems (i.e. compliance modules, immunization requirements, fluoroscopy training, and competencies).
• Manages the ERAS/NRMP database of resident applicant ranking,  matching, coordinates the applicant review committee, and manages the interview processes. 
• Directs multi-day interview events and logistics and directs Ranking Meetings for selection of applicants for NRMP or San Francisco Match lists in accordance with national deadlines and policies. 
• Analyzes and organizes data to generate recruitment reports as required by institutional and national program policies.
• Monitors and updates Bridge and MedHub, Kronos, departmental websites with residency and fellowship program information.
• Monitors and reports status updates to GME for any resident individualized academic achievement plans (IAAP). 

Training Course and Event Administration: 

• Oversees educational events to ensure that all requirements are met.
• Oversees national residency education courses with external program budget of $50,000-$200,000. 
• Oversees event schedules, content, speaker travel arrangements, financial support/solicitation, coordinating target-audience marketing tactics, negotiating venue and vendor contracts, creating and administering event evaluation tools, as well as providing accurate program documentation for CME accreditation. 
• Provides oversight and support for additional professional education events as needed within the Department or as directed by the Department Chair or Neuroscience Service Line Director.
• Screens on-campus and off-campus educational course opportunities for residents and coordinates funding opportunities with the Grants and Contracts Coordinator.
• Coordinates volunteers for annual Brain Fair and other educational events through GME and OHSU Brain Institute. 

Medical Student, Visitor, and Volunteer Program Management:

• Oversees and monitors various visitor-type programs for the department.
• Directs and approves educational observer, visitor, and volunteer applications and placement.
• Coordinates visitors and volunteers through Office of Volunteers and Visitors (OVV) and through the Office of International Affairs, as appropriate. Manage visa requirements, liability insurance, affiliation agreements, and other required documentation and agreements for all visitors. 
• Manages multiple aspects of department medical student programs including coordinating with Medical Student Director and clinical faculty on the design and implementation of required Clerkships, elective rotations and preceptorships. 
• Supervises visiting and OHSU medical students’ orientations to the Department for Clerkships and scheduled rotations, including coordinating systems access.

Quality Improvement Administration:

• Oversee Department Value Committee presentations, including attendance and quality improvement project updates. 
• Manage residency quality improvement curriculum, including personal improvement projects, quality improvement projects, online QI training requirements, and reporting of results. 

General Administration – Supervision:

• Manages Education Administrative Coordinator and Program Technician 1:  interviews and hires staff, reviews and evaluates staff performance, determines corrective actions plans; and manages employee discipline and grievances. Plans for staff development, conducts annual evaluations, providing critical feedback, arranging training both internal and external. Promotes department identity across other functional areas of the department.
• Monitors work load of Education Administrative Coordinator and Program Technician 1, and helps prioritizes task list to ensure Education Team is completing tasks/projects in a timely manner.
• Ongoing documentation of job duties, task list, job description, and processes.
• Provides conflict management support and works with Program Director, Department Administrator, Department Chair, Departmental Human Resources Director, and/or institutional representatives for policy or process improvements. 
• Designs and implements Individual Learning and/or remediation plans for residents with direction from the Program Director. 
• Establishes and maintains inter-Departmental contacts and resources.  
• Provides support and resource coordination for resident wellbeing, including working with OHSU wellness center, GME or alternate support resources. 

General Administration – Financial: 

• Oversees financial planning, monitors and maintains annual operating budgets for residency, fellowship, medical student, and CME programs, as well as for visitor programs. 
• Identifies equipment purchasing, programmatic expenditures and submits annual budget to the Department for approval. 
• Ensures effective management of projects and events, oversees expense requests, and monitors balances available to ensure positive cash flow.
• Develop, maintain and track budgets for education programs including residency education and book funds, fellowship grant fund management, education travel and event reimbursements, Neurosurgery Student Interest Group budget, as well as various training course budgets.

General Administration – Policies and Record Keeping:

• Develops and maintains residency program policies and handbook. 
• Educates residents and fellows of program requirements for ACGME, OHSU GME, and American Board of Neurological Surgery. 
• Acquires and analyzes data, implements web-based technology, and develops and implements policies and procedures in response to guidelines and regulations. 
• Manages and distributes regulatory information to all trainees. 
• Responsible for ensuring timely resident and faculty compliance. 
• Responsible for maintaining current knowledge of Accreditation Council on Graduate Medical Education (ACGME) General and Special Requirements and ACMGE/Residency Review Committee- Specialty regulations and recommendations to ensure favorable judgments on audits, re-accreditation and recertification criteria for the Residency and the fellowship programs. 
• Stays current on American Board of Neurological Surgery (ABNS) policies and recommendations, as well as all necessary systems and technologies, to ensure accurate evaluation and tracking of residents and fellows through their programs. 
• Stays current on and is responsible for all CAST accreditation requirements for fellowships, to ensure proper education, tracking and verification of training requirements for fellowships. 
• Oversees documentation of eligibility of specialty and subspecialty certification of residents and fellows.
• Develops systems to track educational data required by the ACGME Annual Program Update and site reviews. 
• Manages computerized information systems related to collecting and storing program data, generating management reports and documentation; maintain computerized files of Resident Program records.
• Prepares a variety of documentation associated with Residency Program operations; distributes documentation and retains records as appropriate. 
• Maintain, and continuously update in a timely manner, all education files and program policies according to Department, ACGME, CAST, and other accrediting body guidelines. 

General Administration – Communication:

• Serves as Departmental liaison to Graduate Medical Education, American Board of Neurological Surgery, Society for Neurological Surgeons and the SNS Program Coordinator group, Congress of Neurological Surgeons, ACGME, SOM and other reporting and accreditation bodies as requested regarding medical students, residents, and fellows. 
• Attends campus-wide educational and regulatory meetings and national Residency Program (ACGME, SNS, CNS and ABNS) meetings as Departmental and program representative. 
• Works directly with faculty, representatives, and other institutional representatives to synchronize goals for CME and other professional events. 
• Maintains current information regarding the residency, medical student and fellowship training program for distribution to all applicants, affiliated hospitals, the public, etc.  
• Generates correspondence to fellows, residents, medical students, GME, ACGME, Program Directors, OHSU, alumni and outside institutions as necessary.  
• Serves as ITC Lead for Education Team. 

• Relevant Bachelor’s Degree and 4 years of related experience.
• At least five years of experience in an academic medical center, hospital, or equivalent setting. Must have proven ability to successfully lead projects or teams.
• Strong interpersonal and human resources management skills.
• Proactive, analytical reasoning skills.
• Excellent grammar, vocabulary and writing skills, including policy and procedure writing.
• Excellent organization skills, with attention to detail. 
• Ability to perform the job duties with or without accommodation.

• BA/BS in related field 
• Graduate medical education program experience
• Knowledge and proficiency in ERAS, MedHub (residency data management systems), Access & Excel. Knowledge of residency and fellowship programs. Database development and management skills.

Travel to Annual Conferences for Program Coordinators/Managers as required.

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