{"id":525,"date":"2022-07-07T20:12:32","date_gmt":"2022-07-07T20:12:32","guid":{"rendered":"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/?page_id=12"},"modified":"2025-05-16T16:03:17","modified_gmt":"2025-05-16T23:03:17","slug":"administrative-responsibilities","status":"publish","type":"page","link":"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/administrative-responsibilities\/","title":{"rendered":"Program Manager Roles and Responsibilities"},"content":{"rendered":"<div class=\"wpb-content-wrapper\">[vc_row css_animation=&#8221;fadeIn&#8221; full_width=&#8221;stretch_row&#8221; content_placement=&#8221;middle&#8221; el_class=&#8221;block-hero&#8221; css=&#8221;.vc_custom_1658980553118{background-image: url(https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/07\/hero-02.webp?id=230) !important;}&#8221;][vc_column][\/vc_column][\/vc_row][vc_row][vc_column css_animation=&#8221;fadeIn&#8221; offset=&#8221;vc_col-lg-offset-1 vc_col-lg-10&#8243; el_class=&#8221;block-content&#8221; css_animation_delay=&#8221;.5&#8243;]<h1 class=\"vcex-heading vcex-heading-plain vcex-module wpex-heading wpex-text-2xl\"><span class=\"vcex-heading-inner wpex-inline-block\">Program Manager Roles and Responsibilities<\/span><\/h1>[vc_column_text css=&#8221;&#8221; el_class=&#8221;list-two-columns list-circle-check&#8221;]Core functions of the UME\/GME Program Manager may include but are not limited to:<\/p>\n<ul>\n<li>Providing program assistance to the Program Director<\/li>\n<li>Scheduling and attend meetings that include Program Directors and hospital leaders<\/li>\n<li>Maintaining meeting minutes<\/li>\n<li>Knowledge of program accreditation requirements and specialty requirements (ACGME or CPME), if applicable<\/li>\n<li>Coordinate and manage the Clinical Competency (CCC) meetings, and the Program Evaluation Committee (PEC) meetings<\/li>\n<li>Ensure all resident and\/or fellow Milestones are entered into the accreditation systems, ADS.<\/li>\n<li>Performing updates and maintaining up-to-date documentation regarding program goals and initiatives<\/li>\n<li>Ensuring all Program Letters of Agreement (PLAs) are on file for each site where Residents and Fellows rotate<\/li>\n<li>Ensuring the PLA receives DIO approval<\/li>\n<li>Ensuring the PLA is renewed every 10 years<\/li>\n<li>Ensure the Annual Program Evaluation is developed and submitted to Regional GME as well as ADS.<\/li>\n<li>Ensure resident\/fellow evaluations (program, rotation, self, faculty evaluations) are complete and in their educational record<\/li>\n<li>Communicating with students, residents, and fellows regarding program activities<\/li>\n<li>Management of operational activities including onboarding residents and fellows and supporting technology needs<\/li>\n<li>Ensuring compliance of national, hospital and departmental policies<\/li>\n<li>Purchasing materials for the program<\/li>\n<li>Processing invoices for program-related expenses<\/li>\n<li>Organizing team and departmental meetings<\/li>\n<li>Maintain accuracy and organization of schedules and documentation<\/li>\n<li>Regional reporting to National Medicare Finance for resident and fellow rotations and data<\/li>\n<li>Maintaining records and collecting documentation for credentialing reimbursement<\/li>\n<li>Preparing program surveys<\/li>\n<li>Ensure all residents\/fellows maintain a valid California License (PTL or P&amp;S)<\/li>\n<li>Coordinating schedules for program events and training<\/li>\n<li>Coordinating GME recruitment<\/li>\n<li>Ensure residency and fellowship website updates are completed yearly.<\/li>\n<\/ul>\n[\/vc_column_text][vc_column_text css=&#8221;&#8221; el_class=&#8221;list-two-columns list-circle-check&#8221;]Fulfillment of the UME\/GME Program Manager roles and responsibilities may contribute to achievement of the Program Manager&#8217;s annual professional goals, including:<\/p>\n<ul>\n<li>Maintain less than 5 percent error rate for Intern and Resident Information System reporting.<\/li>\n<li>Attends, organizes, and conducts local and regional staff meetings, seminars, workshops, fairs and physician education training classes<\/li>\n<li>Manage resident and fellow onboarding for respective programs<\/li>\n<li>Maintain accurate residency program management records to ensure residents and fellows meet all program and specialty board graduation requirements, and each required document is submitted by the required due date.<\/li>\n<\/ul>\n[\/vc_column_text][vc_column_text css=&#8221;&#8221; el_class=&#8221;list-two-columns list-circle-check&#8221;]See below for a list of important tasks and dates.[\/vc_column_text]<div class=\"vcex-shortcode wpex-clr\"><div class=\"list-resources\">\n  <ul>\n        <li><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/ACGME-Residency-Coordinator-Timeline.pdf\t\" target=\"_blank\"> <span class=\"resource_title\">\n      ACGME Residency Coordinator Timeline      <\/span><i class=\"doc pdf\n      \"><\/i><\/a><\/li>\n        <li><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2024\/11\/Fellowship_Coordinator_Timeline.docx\t\" target=\"_blank\"> <span class=\"resource_title\">\n      Fellowship Coordinator Timeline      <\/span><i class=\"doc word\n\t\t\"><\/i><\/a><\/li>\n        <li><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2026\/01\/Program-Coordinator-Handbook.pdf\t\" target=\"_blank\"> <span class=\"resource_title\">\n      Program Coordinator Handbook      <\/span><i class=\"doc pdf\n      \"><\/i><\/a><\/li>\n        <li><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/website-update-form\/\" target=\"_blank\"> <span class=\"resource_title\">\n      Website Update Form      <\/span><i class=\"doc external\"><\/i><\/a><\/li>\n      <\/ul>\n<\/div>\n<\/div><div class=\"vcex-module vcex-divider vcex-divider-solid vcex-divider-center wpex-mx-auto wpex-block wpex-h-0 wpex-border-b wpex-border-solid wpex-border-main\"><\/div><div class=\"vcex-shortcode wpex-clr\"><div class=\"nav-acc-wrap\">\n<div id=\"nav-acc\" class=\"nav-acc\">\n    <div class=\"nav-acc-toggle\">\n\t <h4>Program Administrator Resources and Guidelines<\/h4><i><\/i><\/div>\n    <div class=\"nav-acc-content\">\n<nav aria-label=\"Section Navigation\">\n\n<div class=\"menu-side-nav-container\"><ul id=\"menu-side-nav\" class=\"menu\"><li id=\"menu-item-533\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-533\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/administrative-responsibilities\/\">Program Manager Roles and Responsibilities<\/a><\/li>\n<li id=\"menu-item-554\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-554\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/intern-and-resident-information-system-iris\/\">Intern and Resident Information System (IRIS)<\/a><\/li>\n<li id=\"menu-item-532\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-532\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/accreditation-requirements\/\">Accreditation Requirements\u202f<\/a><\/li>\n<li id=\"menu-item-541\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-541\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/recruitment-onboarding\/\">Recruitment and Onboarding<\/a><\/li>\n<li id=\"menu-item-552\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-552\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/visiting-student-learning-opportunities-vslo\/\">Visiting Student Learning Opportunities (VSLO)<\/a><\/li>\n<li id=\"menu-item-542\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-542\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/program-manager-timeline\/\">Program Manager Timeline<\/a><\/li>\n<li id=\"menu-item-540\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-540\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/professional-development\/\">Professional Development<\/a><\/li>\n<li id=\"menu-item-568\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-568\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/legal-institutional-agreements-program-letters-of-agreement-plas\/\">Legal-Institutional Agreements and  Program Letters of Agreement (PLAs)<\/a><\/li>\n<li id=\"menu-item-539\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-539\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/policies-procedures\/\">Policies and Procedures<\/a><\/li>\n<li id=\"menu-item-535\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-535\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/goals-metrics\/\">Goals and Metrics<\/a><\/li>\n<li id=\"menu-item-538\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-538\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/residency-and-fellowship-program-director-guide\/\">Residency and Fellowship Program Director Guide<\/a><\/li>\n<li id=\"menu-item-566\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-566\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/glossary\/\">Glossary of Terms<\/a><\/li>\n<li id=\"menu-item-569\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-569\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/memberships-associations\/\">Memberships and Associations<\/a><\/li>\n<\/ul><\/div><\/nav>\n    <\/div\n    <\/div>\n\t<\/div>\n\t\t\t<\/div>[\/vc_column][\/vc_row]\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row css_animation=&#8221;fadeIn&#8221; full_width=&#8221;stretch_row&#8221; content_placement=&#8221;middle&#8221; el_class=&#8221;block-hero&#8221; css=&#8221;.vc_custom_1658980553118{background-image: url(https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/07\/hero-02.webp?id=230) !important;}&#8221;][vc_column][\/vc_column][\/vc_row][vc_row][vc_column css_animation=&#8221;fadeIn&#8221; offset=&#8221;vc_col-lg-offset-1 vc_col-lg-10&#8243; el_class=&#8221;block-content&#8221; css_animation_delay=&#8221;.5&#8243;][vc_column_text css=&#8221;&#8221; el_class=&#8221;list-two-columns list-circle-check&#8221;]Core functions of the UME\/GME Program Manager may include but are not limited to: Providing program assistance to the Program Director Scheduling and attend meetings that include Program Directors and hospital leaders Maintaining meeting minutes Knowledge of program accreditation requirements&hellip;<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","footnotes":""},"class_list":["post-525","page","type-page","status-publish","hentry","entry","no-media"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO 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