It's a Professional Career! Program Administrator ...€¦ · It's a Professional Career! Program Administrator Education and Title Reclassification Monday, April 15, 2019 Christine

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It's a Professional Career! Program Administrator Education

and Title ReclassificationMonday, April 15, 2019

Christine Rupkey, Administrative Manager, GME OfficeLisa Miller, C-TAGME, Education Manager, Department of Internal Medicine

*We have no actual or potential conflicts of interest to disclose.

Agenda:

1. Program Administrator Title Reclassification• Rationale for the development of the GME

Program Administrator Market Title• Development of new Market Title series• GME Program Administrator Job Descriptions• Reclassification process & timeline• Outcomes of rightsizing

2. Program Administrator Education

3. Questions & Answers

Goals & Objectives:

• Understand the rationale for the development of a GME Program Manager/Administrator Market Title series.

• Know the steps to developing and implementing a new Market Title series.

• Share ideas on GME Program Administrator educational opportunities.

Program AdministratorTitle Reclassification

Rationale for the Development of the GME Program Administrator Market Title:1. Position evolution

2. Inconsistent institutional Market Titles for individuals in this common role, performing similar duties

Position Evolution:

Secretary

Position has grown in parallel to the evolution of GME

• The first standards for residency training were established in 1937 by the American College of Surgeons when it published the “Fundamental Requirements for Graduate Training in Surgery.”1

• There has always been a Program Director, who has the ultimate responsibility for the training program and the training of the residents/fellows. The faculty member who was appointed as the Program Director had secretarial support for their role. The secretaries’ duties included typing, copying, filing, answering the phone and distribution of materials. By default, since the secretary supported the individual overseeing the GME training program they had responsibilities associated with the training program as well.

1 ACGME website, http://www.acgme.org/About-Us/Overview/History-of-Medical-Education

Position Evolution:• In 1965, when Congress approved the Medicare

Bill, graduate medical education became public policy. From there, organizations were formed and united to begin exploring ways to develop coordinated standards and efforts to assure the quality of GME training.2

• In 1972, the Liaison Committee for Graduate Medical Education was formed and in 1981 was renamed the Accreditation Council for Graduate Medical Education (ACGME).3

• Works collaboratively with the Program Director and other program leadership

• Provides input into program operationsProgram Coordinator2, 3 ACGME website, http://www.acgme.org/About-Us/Overview/History-of-Medical-Education

Position Evolution:Program Coordinator

• As the ACGME Program Requirements continued to develop, evolve and become increasingly complex, the scope and depth of the functions of both the Program Director and Program Coordinator increased and resulted in a substantial change in expectations. The responsibilities of the Program Coordinator increased bringing about the need for a higher level of skills, ability and knowledge that have elevated the role.4

• Program Director often has additional roles and responsibilities in the organization (patient care, division leadership or other responsibilities)

• Considerable autonomy and independent judgement in daily operations.

• Critical role of ensuring all program functions proceed smoothly.

4 TAGME website, www.tagme.org/history/

Position Evolution:

GME Program Administrator

• Responsibilities cross many specialty areas including: • Administrative;• Finance; and• Human resources.

Essential in affecting the training program operations which has direct impact to the Department, and ultimately the institution.

4 TAGME website, www.tagme.org/history/

Position Evolution:• UMHS has 26 core residency training programs. At least 85% of

those specialties has a national GME Program Administrator organization.

• In 2006, Training Administrators of Graduate Medical Education Programs (TAGME) was created, which is a national Board for GME Program Administrator’s certification. • meeting eligibility criteria• qualifying assessment• certifying assessment

Current State/Reasons for New Title Series:• The number of individuals in this common role,

performing similar duties, and the inconsistency with Market Titles being used.

Program Coordinator Market Titles %Administrative Manager Intermediate 1%Administrative Manager Associate 1%Program Manager 4%Office Manager 1%Administrative Specialist Senior 7%Administrative Specialist Intermediate 27%Administrative Specialist Associate 28%Administrative Coordinator/Project Coordinator 2%Administrative Assistant Senior 22%Administrative Assistant Intermediate 7%

Current State/Reasons for New Title Series:• Provide a distinct title and salary range for

Departments to use when recruiting for this position.

• Establishes a recognized title series for GME program work.

• Establishes a potential career path within the organization.

Program AdministratorTitle ReclassificationDevelopment of New Market

Title Series

Dec. 2016 Jan. 2017May 2018 January 1, 2019

Generic Job Description

Created

IM Division Administrators decide to

reclassify as a group.

GME approached about Institutional

reclassificationNew Titles

are Effective

Finalized document is presented to Michigan

Medicine Compensation for final review of job

reclassification description.

Reclassification Approved

Reclassification is announced to Michigan

Medicine and reclassification efforts

begin.

August 2018 – December 2018

Institutional Reclassification Review

September 2017 – April 2018 GME Program Advisory Committee works on

creating document outlining Program Coordinator job responsibilities and setting up three levels of

responsibility.

July 2017 – July 2018

HR Involvement

Jileah Lueth becomes the new IM Business Partner.

She is approached by Pediatrics HR BP to work conjunction for a

joint reclassification.

Mar 1 – June 2017IM Reclassification Review

Internal Medicine looks at standardizing titles for Fellowship Coordinators

Oct. 2016 – Mar. 2017

Reclassification Historical Timeline

July 2017








Job Descriptions

GME Program Administrator Job Description:

• Program Accreditation• Curriculum Development• Department Liaison for GME• Resident/Fellow Scheduling• Finance Responsibilities• Policies and Procedures• Management or Supervision of other

staff in the Department• HR Function• Program Communications• Meetings• Recruitment• Educational, Wellness and Social

Events for Residents/Fellows

GME Program Administrator Job Description:…….. ……..

S E N I O R

……

I N T E R M E D I A T E

GME Program Administrator Job Description:ASSOCIATE LEVEL:• Assists, tracks, and organizes residency/fellowship

related administrative activities through applying fundamental knowledge in conjunction with the Program Director. May provide administrative support such as calendaring, meeting scheduling, and event planning related to program needs for the Program Director.

• Transactional responsibilities, which are completed as directed.• Tracks; gathers; inputs; distributes; enters

• Functions as an assistant to an Intermediate or Senior GME Program Administrator.

GME Program Administrator Job Description:INTERMEDIATE LEVEL:• Collaborates in management, interpretation, and

analysis, and makes recommendations of certain aspects of the residency/fellowship program and implements changes approved by program leadership. Prepares, coordinates, and critically analyzes residency/ fellowship related administrative activities through the application of broad GME knowledge, practices and principles in conjunction with, or occasionally on behalf of, the Program Director.

• Demonstrated ability to make independent decisions to determine appropriate course of action within the context of policies and standards.


SENIOR LEVEL:• Provides high level programmatic management,

analysis and interpretation of residency/fellowship programs through comprehensive GME knowledge. Makes recommendations and advises on changes to the program based on anticipated needs, new or changing program and institution requirements, and implements changes.

• May have direct reports.

• Provides training and/or coaching/mentoring to other GME Program Administrators.


SENIOR LEVEL:• May have oversight of multiple GME training programs

and/or educational programs (e.g. medical student programs) within the Department.


Criteria for Advancement from Intermediate Level to Senior Level:• Specific performance outcomes, as indicated in the

Senior Level Job Description, are consistently identifiable. This occurs through proactively refining or developing, and implementing processes based on:• Extensive GME knowledge• Anticipating program needs• Changing institutional requirements• Changing ACGME requirements• Intricacies of program culture• Understanding of global trends in healthcare

Criteria for Advancement from Intermediate Level to Senior Level (continued):• Additionally, the individual will have several of the

following:• Direct reports.• Provides training and/or coaching/mentoring to

other GME Program Administrators.• Oversight of multiple GME training programs and/or

educational programs (e.g. medical student programs) within the Department.


Criteria for Advancement from Intermediate Level to Senior Level (continued):

• >3 years of GME Program Administrator experience within the 5-8 years of professional/administrative experience within the Required Qualifications.

Departments and/or training programs may have additional criteria/requirements.


Process & Timeline

86 Staff members fulfill the role associated with the administration of 106 GME training programs.

62% are appointed within the Administrative Specialist Market Title series.

Position Description Form

Process Feedback from HR & Compensation:

Position Description Form

Key Dates & Review Process

Date Action

Oct 1st • Completed position description form & updated resume due to Human Resources

• Forms should NOT be completed by copying & pasting from the GME description document

• Please provide an accurate account of your role as it is today• If your positions falls outside of the 60% or more program duties,

please still turn in the form

Oct & Nov • Form review, placement into new title, & equity review completed• Clarifying questions being answered during this timeframe

Dec (1st 2 weeks) • Review completed• Notification of title placement and salary confirmation

Jan 2019 • Effective date of new title placement


Outcomes of Rightsizing

Outcomes5 Individuals with Manager titles were not included in the reclassification. 2 individuals changed roles prior to the reclassification completion.

Eligibility

30% Did not Qualify

3% Reclassified to a different Market Title based on the work they do

67% Qualified

100% Total

OutcomesGME Program Administrator Level (54 FTEs) Rightsizing Impact

13% Associate

Promotion 29%Lateral 71%Title OnlyDemotion 0%

57% Intermediate

Promotion 71%Lateral 26%Title Only Demotion 3%

30% Senior

Promotion 75%Lateral 25%Title Only Demotion 0%

100% Total

Overall Impact (54 FTEs)67% Promotion

31% Lateral

2% Title Only Demotion

100% Total

Outcomes of Rightsizing, Salary Data:

There is no third-party national/regional market data available for the Program Coordinator position.

If a large number of institutions develop a Program Manager/Administrator Market Title series then national/regional market data will become available and valid benchmarking can occur.

Outcomes of Rightsizing, Salary Data (continued) :U-M Compensation advised that the sharing of salary data is not recommended as that could be viewed as “price fixing” and could be detrimental to the long-term goal of moving the Program Manager/Administrator position forward.

Resources:• Statements of Antitrust Enforcement Policy in Health Care, U.S.

Department of Justice and the Federal Trade Commission, Statement #6, August 1996.https://www.ftc.gov/sites/default/files/attachments/competition-policy-guidance/statements_of_antitrust_enforcement_policy_in_health_care_august_1996.pdf

• White Paper: Platt R, Salary Surveys and Safe Harbor Guidelines, www.worldatwork.org, December 2003.

National Movement and Future State

• GME Program Administrator Job Description & Rationale• Criteria to Advance from Intermediate to Senior Level• Implementation Communication Plan & Timeline• Sample Email Communications• Position Description Form

Located online at: https://medicine.umich.edu/medschool/education/residency-fellowship/gme-program-administrator-market-title-series

Project Leads• Chris Rupkey (Administrative Manager, GME Office)• Lisa Miller (Education Manager, Internal Medicine)• Jileah Lueth (Human Resources Business Partner)

GME Program Administrator Advisory Committee• Vanessa Aron (OB/GYN Fellowships)• Katie Beall (Pediatric Cardiology)• Kelly Fearer (Orthopaedic Surgery)• Susie Hines (Neurosurgery)• Sam Rentsch (IM-Geriatrics)• Tammie Wiley-Rice (PM&R)• Marlene Woodard (OB/GYN)

Partners• Jolena Nollar (Administrative Director, Internal Medicine)• Jerri Atkins (Human Resources Business Partner)• Cindy Hunter (Compensation)• Billie Norman (Human Resources)

Project Champions

Program AdministratorEducation

Initiatives:• GME Program Administrator Advisory Committee

• Program Administrator Education Series• Bitesize Learning Sessions• Information Sharing Sessions• Table Talks

• Brown Bag Meet-Ups

• GME Foundations Series

• MedHub Help Me Now!

• Program Administrator Mentoring Program

GME Program Administrator Advisory Committee:

• This committee is composed of seasoned Program Administrators representing a variety of specialties covering both residencies and fellowships, as well as a member of the GME Team.

• This core group of Program Administrators provides their perspective, insights and assistance with GME initiatives.

• The committee reviews and edits documents, as well as evaluating processes and procedures.

GME Program Administrator Advisory Committee (continued):

• Monthly meeting

• Reoccurring day, time, location• e.g.: 3rd Tuesday of every month, 8:30a-9:30a

• 9 Standing Members• 2, 2-year term members

• 1 Residency Program Administrator• 1 Fellowship Program Administrator

• Chair = Administrative Manager, GME Office

• Arranged 6-months at a time• July-December & January-May• No sessions in June due to academic year transition

Program Administrator Education Series:

Program Administrator Education Series:Bitesize Learning• 1 specific discussion topic

• Presenters from the GME Office and a Program Administrator to capture the perspective from both of these essential GME administrative groups. • The GME Office and Program Administrators work

collaboratively and understanding the other’s perspective is essential in ensuring processes/procedures that are implemented meet the needs of both.

• Create a learning environment where all Program Administrators in attendance can ask questions, share and learn from one another.

Bitesize Learning: Topics• Academic Finance (guest presenter: Finance)

• Annual Program Evaluation & Annual Program Review

• Clinical and Educational Work Hours

• Funding Variances: A Closer Look

• House Officer Budgets

• Moonlighting

• Resident/Fellow Visa Options and Process (guest

presenters: U-M International Center)

• TAGME Certification

Program Administrator Education Series:Information Sharing Sessions• GME Office has information to disseminate with

explanation of intent, process and resources

• GME Office personnel are the primary presenters

• Guest presenters from within or outside the institution

• Often attendance is required

Information Sharing Sessions: Topics• House Officer Credentialing

• Leave of Absence (guest presenters: HR and Work Connections)

• Licensure (guest presenters: State of MI licensure office)

• MedHub (overview of specific functionality)

• VAMC (guest presenter: Ann Arbor VAMC Associate Chief of Staff

for Education)

Program Administrator Education Series:Table Talks• Topic specific focused discussions to share knowledge

and processes while learning from one another and to meet other Program Administrators.

• 4-6 topics are identified to be discussed

• Each table is assigned 1 topic• 1 facilitator is assigned to each table to facilitate the

discussion and take notes

• Program Administrators rotate tables every 15-minutes to discuss the topic at the table

• Approximately 2-hours

Table Talks: TopicsTable Talk Session #1: Recruitment

• Caterers, Local Restaurants, Hotels & Local Transportation

• Interview Season Preparation and Process for Review of Applications; Interview Invitations; and Wait List

• Overview/Schedule of Interview Day• Rank Order List Process; Post-Recruitment Follow-

Up, Including Surveys

Table Talk Session #2• Graduation: Events & Logistics • Evaluations & Tracking Systems• Remediation/Probation • Holiday Pay & Meal Allowance Processing• Process for Medical Student Rotators (UM & External)

Brown Bag Meet-Ups:

• Opportunity for Program Administrators to come together in an informal setting to ask questions, share ideas, processes and develop relationships with other Program Administrators within the institution.

• 1 scheduled every 2-3 months

• Program Administrators volunteer to host• Select the date and time• Reserve the meeting location• Facilitate the discussion

• No agenda

GME Foundations Series:Curriculum• Covers basic GME topics to provide longitudinal

training. • Historical and current information to enhance

understanding.• Identifies resources.

GME Foundations Series (continued):• New Program Administrators are strongly encouraged

to participate

• 1-2 sessions per month

• Standard schedule• 2nd Tuesday of each month (9a-10a)• 4th Thursday of each month (3p-4p)

• Upon completion a certificate is provided

MedHub Help Me Now!:• Program Administrators and Program Directors are

invited to drop by to ask MedHub functionality questions, which may include hands-on learning and exploring.

• Dedicated time where assistance can be sought in a central location to the Program Administrators and Program Directors.

• Once per month

• Reoccurring day, time and location (e.g. first Friday, from 1p-3p)

• Appointments are not needed

Program Administrator Mentoring Program:• GME Program Administrators volunteered to be

mentors

• 2 co-leads selected by the GME Program Administrator Advisory Committee• 1 Residency• 1 Fellowship

• GME Program Administrator Mentor Team will:• Develop program;• implement program; and• evaluate and refine program.

• Annually, co-leads will provide a status report to the Advisory Committee

Chris Rupkey [email protected]

Lisa Miller [email protected]

Documents

It's a Professional Career! Program Administrator ...€¦ · It's a Professional Career! Program Administrator Education and Title Reclassification Monday, April 15, 2019 Christine