Medical Education Project Manager

The New York Medical College School of Medicine (NYMC SOM) is seeking an individual to serve in a highly dynamic program manager position that will coordinate critical projects within the Office of Undergraduate Medical Education. This position ensures the smooth operation of curricular activities and program logistics to ensure continuous quality improvement (CQI) and accreditation compliance. This is an exceptional opportunity for highly motivated candidates to join an enthusiastically engaged, multi-disciplinary group of academic scholars, health care professionals, and specialists in medical education.

The Program Manager will provide support for the undergraduate medical education program and for LCME and Middle States accreditation, including assisting with key performance indicators, action steps, and policies, and working closely with both the Dean of Undergraduate Medical Education and the Assistant Dean of Assessment, Evaluation, and Accreditation. This will require working on project plans and workflows for implementation of undergraduate medical education programs, accreditation, preparation of required materials, and monitoring timelines for completion. Administrative responsibilities such as organizing meeting times/rooms and minute taking will be required. This position requires an individual with the ability to take initiative with various groups and individuals to obtain/correct data.

Program management including:

• Support the Chair of the Educational Quality Improvement Program (EQUIP) team.
• Coordinate and track NYMC SOM CQI activities.
• Schedule presentations, prepare and distribute meeting materials.
• Summarize and document key meeting outcomes.
• Other duties as assigned to maintain accountability and momentum across CQI initiatives.

Provide administrative support to the LCME Faculty Accreditation Lead and Assistant Dean of Assessment, Evaluation, and Accreditation for Liaison Committee on Medical Education (LCME) or Middle States accreditation-related activities:

• Assist in the preparation of required reports/documents.
• Document meeting minutes.
• Track key action items to ensure adherence to accreditation timelines and compliance.
• Participate in preparation for accreditation visits.
• Develop and maintain standard operating procedures in the Office of Undergraduate Medical Education to support effective and efficient curriculum delivery across all phases.
• Maintain a system to track phase-specific curricular initiatives.
• Routinely engage with Phase 1 and Phase 2/3 Curriculum Administrators, identifying and escalating challenges with curriculum delivery as needed.
• Stay informed of major curriculum developments to support decision-making across phases/UME overall.

Monitor SOM policy compliance with NYMC Policy on Policies:

• Maintain an up-to-date tracking system of SOM policies.
• Monitor policy review cycles.
• Notify stakeholders of upcoming reviews/deadlines.
• Send approved policies to Legal for publication to the website.
• Track final approval and publication to website.

Support the Education and Curriculum Committee (ECC) chair:

• Identifying and track action items from ECC meetings - including those from the course, phase, and curriculum review process, and share information with relevant stakeholders.
• Routinely communicate with ECC chair and meeting recorder to ensure information is accurate and up-to-date.
• Synthesize key information to ensure accountability and resolution across committees.
• Assist with agenda creation.

Support the Curriculum Advisory Team (CAT):

• Prepare and distribute meeting agendas in advance.
• Identify/communicate pending action items that require curriculum committee and subcommittee chair action.
• Engage with curriculum committee and subcommittee meeting recorders to ensure information is accurate and timely.
• Coordinate special events related to the medical education program, including UME sponsored curriculum retreats.

Administrative and other related duties including:

• Contribute to the training of medical education staff by providing guidance on the Program Manager position and relevant department and institutional policies and procedures.
• Develop and organize department level orientation for new hires.
• Compile information for UME and curriculum committee meetings (anticipating necessary information, preparing agendas, notes, and pertinent information) and track follow-up of action items.
• Prepare correspondence, documents, and presentation materials relevant to the M.D. program.
• Compile and manage documents for academic calendars.

Education requirement:

• University degree in Business Management is desirable
• Minimum 3 years experience in medical education. Experience will be considered within the fuller context of a candidate's qualifications including education, skills, and training.
• Upgrading of current skills or acquiring additional skills as required by requesting and completing courses, seminars, etc.

 Licenses or certifications:

• Experience working with program management software such as Microsoft Project or Access is preferred

Technical/computer skills:

• Computer proficiency in a Windows environment using MS Office (Word, PowerPoint, Excel, Access, Outlook), graphics software, Google Mail, SharePoint
• Advanced word processing, graph and table design
• Ability to analyze and interpret data at an advanced level
• Highly developed organizational and planning skills
• Proficiency in the use of artificial intelligence (AI) to support work efforts.

Prior experience:

• Strong organizational and administrative management background preferred
• Experience in academic and/or administration including a strong understanding of university organization and shared governance structures preferred.

Other Skills and Attributes:

• Outstanding interpersonal, verbal and written communication skills
• Demonstrated ability to develop strong relationships internally and externally with colleagues, stakeholders, faculty and staff
• Excellent leadership skills, planning and organization skills requiring time management in a deadline-driven and goal-oriented environment
• Ability to efficiently manage multiple projects concurrently from inception to completion
• Ability to routinely and independently exercise sound judgment in making decisions
• Understand organizational and change management and its processes with track record of working collaboratively to plan and organize successful initiatives
• Ability to engage and motivate a group of diverse team members
• Excellent analytical and problem-solving skills
• Ability to role model and work cooperatively with colleagues, supervisors and support staff
• Ability to oversee and maintain an effective team of task-oriented employees who are able to work both autonomously on projects and as a team
• Ability to help maintain a positive work environment built on trust and camaraderie among team members
• Courage and maturity to make difficult decisions when required
• Ability to give, accept, and act on constructive feedback
• Demonstrate the highest standard of professionalism, cultural sensitivity, and ethical behavior in all aspects of personal and professional actions and performance, including discretion and confidentiality that upholds the Family and Educational Rights and Privacy Act (FERPA)

Physical demands:

• Intense visual concentration – computer use and reports
• Occasional hand delivery of materials