- •The role of program manager continues to grow in complexity with increased knowledge and training now needed to become a productive and thriving member of the program leadership team.
- •This comprehensive job description endorsed by the Alliance for Academic Internal Medicine is a tool that will aid in position classification and hiring by human resources and other officials who may not fully understand graduate medical education.
- •This standardized job description and baseline qualifications allow for programs to recruit and retain individuals who will be successful in running the day-to-day operations of the program.
- •This standardized job description may help programs determine if they have enough full-time equivalent dedicated time and support under the new Accreditation Council for Graduate Medical Education (ACGME) requirements effective July 1, 2022.
Introduction
Training Administrators for Graduate Medical Education (TAGME). Available at: https://tagme.org/how-to-apply/get-certified. Accessed May 5, 2022.
Program Manager Job Description
Accreditation Council of Graduate Medical Education. Common program requirements for residency II.C.2. Background and intent effective Jul 1, 2021. Available at: https://www.acgme.org/globalassets/PFAssets/ProgramRequirements/CPRResidency2021.pdf. Accessed May 5, 2022.
Accreditation Council for Graduate Medical Education. Program requirements for graduate medical education in internal medicine, residency II.C. Program coordinator. Available at: https://www.acgme.org/globalassets/pfassets/programrequirements/140_internalmedicine_2022v3.pdf. Accessed May 5, 2022.
Alliance for Academic Internal Medicine (AAIM). Job description for a successful residency program manager. job description: residency program manager - AAIM. Available at: https://www.im.org/about/governance/constituent-councils/program-admin/residency-program-mgr-description. Accessed May 5, 2022.
Administrative Executes institutional or program activities with high degree of independence; partners with PD in operational and financial management of program. |
Clinical Experience and Educational Schedules Creates/Monitors trainee schedules and manages rotation schedules throughout year; monitors compliance of work hours. |
Credentialing Provides detailed info about the physicians who trained in the program; ensures state licensure requirements are met; maintains documentation for board eligibility. |
Evaluation Assists in development of evaluations and ensures completion; attends CCC to take minutes/track action plans; submits milestones to ACGME and board entities. |
Didactics and Educational Content Works with PD to ensure didactics cover deficiencies seen in both in-training and board exams; schedules didactics and speakers; tracks and enters trainee and faculty scholarly activity in ADS. |
Faculty Trains and enrolls faculty in residency management system; compiles faculty evaluation data used for annual evaluation of teaching effectiveness; tracks activities of core faculty for annual reporting. |
Finance Creates GME budget with projected rotation schedule, off-cycle training, and grant participation; monitors operation income and expenses; processes vendor payments; and completes budget control reports. |
Human Resources Issues contracts, new hire, promotion, or termination documents; advises trainees, faculty, and staff on HR, recruitment, and visa issues; consults legal counsel on hiring and disciplinary actions; manages and trains other staff assigned to program. |
Information Technology Develops program-related marketing materials, forms and reports; develops and maintains multiple databases for documentation required by ACGME; trains faculty and staff on use of the residency management system, ADS, ERAS, NRMP, FREIDA and other board reporting sites. |
Medical Students, if applicable If no dedicated student coordinator, arranges student electives, rotations, didactics, orientation, and evaluations of the medical students. |
Recruiting/Onboarding Ensures recruitment requirements meet institutional and ACGME guidelines; coordinates all recruiting interviews, ranking meetings, and adequate match quota; reviews credentialing documents and resolves issues as they arise; develops orientation processes as needed. |
Program Accreditation Advises PD on issues related to the requirements from accreditation agencies, national boards and governing bodies; sits on Program Evaluation Committee; critically evaluates program information in preparation for annual ACGME ADS update. |
Wellness Coordinates wellness activities; monitors trainees for signs of excessive fatigue and burnout; refers appropriate resources as needed. |
Professional Development Investigates and keeps apprised of requirements and changes within the specialty; updates PD of GME trends; may mentor others; may attend or present at local, state, or national conferences. |
Other Participates with development of DEI policy and practices; assesses training program strengths and weaknesses and makes recommendations; may assist with military-specific requirements as needed. |
Knowledge, Skills, and Abilities


Knowledge
Skills
Abilities
Program Manager Burnout
Alliance for Academic Internal Medicine (AAIM). Alliance Submits Comments on Proposed ACGME Section II CPR Revisions. 2021. https://www.im.org/news/advocacy#acgmeCPR. Accessed May 5, 2022.
2018 | 2019 | |
---|---|---|
Met criteria for burnout † Screening for burnout was determined by respondents who reported “once a week” or more often to 1 or both of the following questions from the Maslach Burnout Inventory-Human Services Survey, which has been recognized for its factorial validity (see citations that follow): How often do you feel burned out from work? and How often do you feel you've become more callous toward people since you took this job? See Maslach, Christina and Susan E. Jackson, MBI-Human Services Survey (published by Mind Garden, Inc., www.mindgarden.com, 1983), and Wilmar B. Schaufeli and Dirk Van Dierendonck, The construct validity of two burnout measures, Journal of Organizational Behavior 1993;14(7):631-647. | 24% (95% CI: 20-28) | 26% (95% CI: 22-31) |
Considered resigning | 42% (95% CI: 36-49) | 49% (95% CI: 42-56) |
Worked more than 40 hours a week | 83% (95% Ci: 78-87) | 91% (95% CI: 87-93) |
Not compensated for work more than 40 hours a week | 68% (95% CI: 61-74) | 63% (95% CI: 57-68) |
Working more than 40 hours due to lack of appropriate administrative support for the program | 46% (95% CI: 39-53) | 40% (95%: 35-44) |
ACGME FTE Revision
Accreditation Council for Graduate Medical Education. Program requirements for graduate medical education in internal medicine, residency II.C. Program coordinator. Available at: https://www.acgme.org/globalassets/pfassets/programrequirements/140_internalmedicine_2022v3.pdf. Accessed May 5, 2022.
Conclusion
Acknowledgments
References
- The ACGME outcome project: retrospective and prospective.Med Teach. 2007; 29: 648-654
Training Administrators for Graduate Medical Education (TAGME). Available at: https://tagme.org/how-to-apply/get-certified. Accessed May 5, 2022.
- Medical education manager: a title worthy of the description.Cureus. 2018; 10: e3373https://doi.org/10.7759/cureus.3373
Accreditation Council of Graduate Medical Education. Common program requirements for residency II.C.2. Background and intent effective Jul 1, 2021. Available at: https://www.acgme.org/globalassets/PFAssets/ProgramRequirements/CPRResidency2021.pdf. Accessed May 5, 2022.
Accreditation Council for Graduate Medical Education. Program requirements for graduate medical education in internal medicine, residency II.C. Program coordinator. Available at: https://www.acgme.org/globalassets/pfassets/programrequirements/140_internalmedicine_2022v3.pdf. Accessed May 5, 2022.
Alliance for Academic Internal Medicine (AAIM). Job description for a successful residency program manager. job description: residency program manager - AAIM. Available at: https://www.im.org/about/governance/constituent-councils/program-admin/residency-program-mgr-description. Accessed May 5, 2022.
- The perfect storm is on the horizon!.J Surg Educ. 2017; 74: e120-e123
Alliance for Academic Internal Medicine (AAIM). Alliance Submits Comments on Proposed ACGME Section II CPR Revisions. 2021. https://www.im.org/news/advocacy#acgmeCPR. Accessed May 5, 2022.
Article info
Publication history
Footnotes
Funding: None.
Conflicts of Interest: None.
Authorship: All authors had access to the data and a role in writing this manuscript.