Director, Academic Affairs & Associate Designated Institutional Official presso The Wright Center for Graduate Medical Education

Description

POSITION SUMMARY
The Director of Academic Affairs/Associate Designated Institutional Official (DAA/ADIO) provides administrative and programmatic leadership across all educational activities, partnerships, and new educational initiatives at TWC and serves as a key leader in our Office of Academic Affairs responsible for overseeing and enhancing the educational experience of residents and fellows and supervising our graduate medical education staff. The DAA/ADIO works closely with the Designated Institutional Officer (DIO), in support of Graduate Medical Education (GME). This position will focus on project management and operations, with a strong emphasis on education, resident/fellow engagement, educational activities, and the sourcing and implementation of new applications, initiatives and innovations. The ideal candidate will possess an understanding of process, workflow design and systems thinking, experience in education, excellent project management skills, and a passion for improving the experiences of learners and staff in a multifaceted healthcare environment. 

The DAA/ADIO has primary responsibility for coordinating the interactions among all TWC academic programs – with the various program leaders regionally and nationally. This includes working closely with Clinical Operations for clinical learning venues, the MarCom Department for promotion and recruitment of new residents or other learners, the Grants Department for additional programmatic funding, the DIO, the SVP’s, and other administrative team members. All education administrative personnel and some of TWC faculty report through the DAA/ADIO. 

REPORTING RELATIONSHIPS

This position will report to the Designated Institutional Official (DIO). The GME Specialists and GME Administrative Support Staff will report to this position.  

ESSENTIAL JOB DUTIES AND FUNCTIONS

• Lead all operational and administrative functions and activities with oversight of all administrative professional staff
• Operational, Strategic, and Budgetary oversight of Academic Affairs at TWC in collaboration with the DIO
• Assist DIO in obtaining and maintaining institutional and program accreditation in order to ensure exceptional education for residents and fellows
• Establish the educational infrastructure for the Office of Academic Affairs to support the GME, UME, IPE and allied health professional education at TWC and its partners. 
• Provide operational oversight of institutional and program accreditation, including monitoring program quality, measuring compliance with ACGME and other accrediting bodies, institutional and programmatic reporting requirements
• Manage the team’s organizational responsibilities and effective working relationships with HR, Finance, Marketing, IT, Grants, Contracts, Compliance and other support departments
• Responsible for the oversight and delivery of  accreditation applications for new residency/fellowship programs
• Assist with the oversight and leadership in the special review process
• Responsible for the development, oversight and implementation of annual education planning and budgetary models - This includes working closely with the DIO for operation of GME programming, the Grants Department for generation of external funding and all internal leadership team members
• Budget oversight and management include monthly review with DIO, at least annually, with the GMEC and makes recommendations to the Sponsoring Institution on resident stipends, benefits and funding to assure these are reasonable, fair and competitive, with attention to federal prevailing wage requirements
• Contribute to organizational efforts to enhance GME Consortium financial transparency to illuminate the true cost of excellent, well accredited GME training; clarify Indirect Medical Education (IME) and Direct Graduate Medical Education (DGME) expenditures; integrate separate federal GME funding methodologies and tracking infrastructure as a GME Consortium; and construct a value based framework for GME contributions to patient care delivery systems, inclusive of The Wright Center for Community Health FQHC-LA and partnering FQHCs
• Ensure an accurate scheduling reconciliation and effective, responsible and responsive monthly cost center FTE Reconciliation process that optimizes our THCGME, CMS hospital and VA cost center accountability
• Engage and develop Program Directors, and relevant faculty and staff,  in program specific processes including, but not limited to annual program evaluation, budgeting, compliance, ACGME reporting, and wellness activities
• Lead the preparation of the Annual Institutional Review (AIR) and develop an annual Sponsoring Institution report to The Wright Center Governing Boards and the Leadership Team, Organized Medical Staffs and/or governing body of major affiliates hosting and training our residents and fellows
• Participate in and serve as a resource to the Annual Program Evaluations (APEs) and Strategic Planning, ensuring timely annual update of the ACGME, AOA Accreditation Data Systems
• Cooperate promptly with requests by the various regulatory bodies for information, documentation, site visit arrangements
• Poise the GMEC to ensure that its mission driven initiatives are prioritized and implemented, while also ensuring they are well represented in the corporate Balanced Scorecard
• Uphold the Institutional Grievance and Due Process Policies for all programs
• Responsible for ensuring that educational programming and team members are in sync and in daily coordination with clinical learning environment leaders and clinical delivery team members to ensure seamless integration of educational and clinical activities
• Attend committee meetings related to, or as a representative of GME and Academic Affairs, including GMEC, its subcommittees, and task forces, program director conferences, resident forums and other meetings as identified by the DIO
• Initiate and oversee the day-to-day planning and implementation of education administration “checklists” for operational efficiency and sufficiency
• Define GME project goals, objectives, deliverables, and timelines for new initiatives within the program including accountability metrics. Assembles project teams, gains consensus, and effectively communicates a clear understanding of project scope, timeframes, budgets, and other project requirements
• Promote responsible risk management oversight, a collaborative relationship with the organization’s malpractice carrier, and universal faculty, resident and fellow risk management education, inclusive of sentinel event management, HIPAA, CFR42 training, and other compliance initiatives
• Promote linkage of Reported Events and responsive PDSAs within the organization and ensure follow through and effective address of all safety reports for occurrences within partnering organizations 
• Ensure GMEC and organizational compliance with all accreditation, certification, regulations and best practice policies, including coordinating the educational and evaluation activities for institutional and programmatic evaluation committees’ responsible self-assessment and annual evaluation processes and both the generation and implementation of actionable strategic plans
• Ensure that all Wright Center Institutional and Program Specific GME Policies and Procedures Manuals are annually updated and broadly circulated within a strong central monitoring system to ensure authentic compliance and ongoing institutional and programmatic learning
• Ensure a robust learning culture with universal learner and faculty exposure to high quality, CHNA responsive Scholarly Work, Event Reporting, PDSAs and CQI, Root Cause and Failure Mode Analysis and initiatives that promote Wellness and Resiliency
• Stay current and advise on emerging issues and trends in higher education, health education, healthcare, GME, UME, IPE, allied health and other professional learner experiences
• Create and maintain enterprise visible dashboards/scorecards to monitor, track progress and ensure ROI and improved metrics for Education at TWC
• Oversee educational partnerships and affiliation agreements while ensuring TWC maintains an all-inclusive, open systems approach to working with educational and healthcare partners inclusive of programmatic enhancements and expansion as well as new program development
• Establish quarterly partnership checkpoint meetings and annual reporting, including but not limited to oversight of UME learning facilitation and direct supervision of Clerkship Coordinator.
• Oversee recruitment and lifecycle experience of Residents in close coordination with DIO, Faculty Program Directors and other leaders and physicians
• Develop Resident Alumni engagement model for Residents and create a database and engagement strategy which may lead to recruitment back to TWC
• Establish method to monitor alumni practice patterns and achievements 
• Oversee the Resident Learner Experience and GME operations team at TWC
• Support and create (as appropriate) programming and extracurricular activities at TWC and with other academic and healthcare institutions, which support Resident learner experiences and acclimatization into our communities served. We aspire to create exceptional Resident and Learner experiences which may lead to Residents and Learners choosing to stay within our communities as their careers progress.
• Serve as a well-respected GME leadership resource, in support of TWC DIO, in the regional and national communities
• Assist the DIO in ensuring a model of continuous readiness for Clinical Learning Environment Review (CLER) processes to standardize and optimize the quality, safety successful learner experiences across all clinical learning venues
• Lead successful annual recruitment of new Residents with GME operations team and recruitment leaders
• Evaluate team performance and create development and succession planning with support of Human Resources team members.
• Collaborate with the Program Directors and Program Coordinators to ensure the clinical assignment of FTEs in accordance with affiliation agreements as well as clinical and partner needs
• Provide oversight and manage TWCGME’s contractual relationship, including with consultants, to ensure the delivery of expected outcomes and services
• Monitor the Well-being of the Sponsoring Institution’s Faculty, Residents and Fellows in support to and in coordination with DIO 
• Collaborate with the DIO to ensure advocacy for and pursuit of action to promote a non-punitive environment free from intimidation, retaliation, and learner mistreatment or neglect
• Serve as a resource to residents, programs, and others for achieving culture change and innovation to support improvements in the learning environment
• Oversee monitoring of residents’ and fellows’ duty hours compliance and programs’ efforts to correct areas of violation, demonstrating a constant mindfulness of the significance of physician work life balance and wellness to promote a high quality and safe learning culture to optimize education and patient care delivery environment and to uphold the core values of the institution
• Serve as a resource to residents, programs, and others for achieving culture change and innovation to support improvements in the learning environment
• Develop and Support Residency and Fellowship Program Directors and Faculty
• Support the Wright Center’s institutional faculty development strategy and guide and mentor individual program leadership to optimize programmatic teaching, quality and safety, scholarly work and strategic faculty career development
• Oversee a robust Visiting Professor Program, ensuring adequate engagement of the executive management team, program specific leadership, residents and fellows, as well as larger community forums
• Assist Program Directors, APDs and key faculty, and support Program Specialists in assisting, to develop milestones guided, competency-based goals and objectives, curriculum and assessment tools
• Develop the framework to develop residents as leaders and provide a longitudinal practical experience for progressive training
• Anticipate future developments in higher education and their impact on the TWC, identify the threats and opportunities they pose, and evaluate the needs inherent in meeting those challenges creatively and effectively. 
• Oversee the implementation,management and roll out of new educational programs, tools, and technologies
• Lead all Educational special initiatives at TWC 

Requirements

REQUIRED QUALIFICATIONS

• Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
• Buy in and experience working in the EOS® model (strongly preferred)
• Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
• A terminal degree is required.  Master’s Degree preferred.
• Experience in an educational environment is desirable, medical education experience highly desirable
• Previous experience in LCME, AOA, GME accreditation, curriculum development, faculty and staff development
• Supervisory skills and experience are a must have
• Ability to teach, mentor, develop and evaluate faculty, residents, fellows, UME and IPE learners, and staff
• Ability to administer, plan, direct, coordinate and supervise medical education programming and related administrative services
• Strong organizational, problem-solving and decision-making skills
• Strong leadership and personnel management skills
• Strong cultural competency skills
• Ability to prioritize work, work independently, and meet deadlines
• Excellent written and verbal communication and interpersonal skills
• Strong data collection and entry ability with attention to detail; required high level of accuracy
• Proficiency in Google and Microsoft platforms, programs and processes
• Ability to maintain confidentiality and discretion
• Strong leadership for and experience in Graduate Medical Education policies and procedures, operations, culture, outcomes and finances