Dir, Program Management at Kaiser Permanente in Pasadena, CA

Job Summary:

Reporting to the Senior Director, GME, the Director, Graduate Medical Education (DGME) provides regional leadership and administrative oversight for Kaiser Permanente Southern California’s sponsoring institution, currently encompassing 39 complex large-scale physician residency and fellowship programs across six medical service areas (Orange County, Los Angeles, Riverside, San Bernardino County (Fontana), San Diego, and Woodland Hills). The Director will lead 50 administrative team members, including direct supervision of hospital-level GME managers and indirect supervision of program managers and administrators, and will serve on the regional OneGME leadership team as a liaison for the residency and fellowship programs. The role also provides direct leadership of all GME programs with multiple workstreams across departments and functions with responsibility and accountability for achieving program outcomes from initiation to close-out of each GME cycle. The Director will proactively monitor, identify, and mitigate risks, issues, and trigger events within the programs and their potential impacts to the sponsoring institution by leveraging GME expertise and interpreting data to create action plans and promote operational efficiencies. In partnership with regional support teams, the Director oversees key operational functions across the GME enterprise, including budget management, staffing, space planning and maintenance, compliance with accrediting and regulatory agencies, and the development of new residency and fellowship programs. The Director also establishes and maintains critical business relationships with key stakeholders and hospital leadership to support GME operations across the region. Seeks out opportunities for continuous learning to assure cutting edge medical training, while navigating and understanding the nuances of successful GME programs and their compliance responsibilities.

Based in Pasadena, CA, this is a flexible in-person/work-from-home position requiring local travel to the medical centers, with optional travel to professional development conferences as recommended.

Directs the delivery of large-scale programs or components with multiple workstreams and strategic business goals across departments, functions, or regions with responsibility and accountability for achieving program outcomes from initiation to close-out in an extended or open-ended time frame. Directs programs team, holding the team accountable for results, and oversees the decisions of others regarding internal and/or external resource requests. Proactively monitors, identifies, and mitigates risks, issues, and trigger events within and across multiple interdependent programs by leveraging expertise and recommending changes. Directs compliance of program activities by ensuring program plans and team members adhere to relevant policies and procedures. Directs the alignment, buy-in, engagement and support of diverse program stakeholders. Oversees vendor performance, provides direction for service improvements, and directs partnerships and contract negotiations with vendors.

Essential Responsibilities:

• Minimum 5 years of graduate medical education experience, with broad knowledge of program management and institutional oversight within the GME annual administrative cycle
• Understanding of ACGME institutional and program accreditation requirements and other accrediting bodies that inform and define the quality of the residency programs and fellowships
• Demonstrated knowledge of relevant federal, state, and local laws and regulations including labor/union relations, state and federal licensing, and regulatory oversight
• High degree of initiative and independent judgement to ensure integrated approach to providing GME within KP SCAL, and fulfilling the clinical, research and medical education objectives for the institution
• Demonstrated knowledge of, or ability to quickly develop expertise in, physician operations across multiple specialties, including specialty-specific operational needs and the complexities of KFH/SCPMG finance and patient access
• Adaptability and flexibility — anticipates and effectively leads through change
• Professional development and coaching skills that build trust to influence teams by example toward continuous improvement
• Analytical skills that contribute to developing and implementing strategic plans and short-, mid-, and long-term goals as a trusted partner within GME leadership
• Demonstrated ability to effectively manage multiple priorities in a complex, geographically dispersed medical education environment
• Interpersonal skills to maintain professional relationships with peers, learners, team members, and senior management
• Proven skills to quickly evaluate complex GME issues and to identify multiple options for resolution
• Demonstrated problem-solving skills that creatively addresses complex or new problems
• Effective verbal and written communication skills through all mediums and with all groups
• Demonstrated abilities to listen actively, persuade, advise, and counsel
• Ability to forecast funding needs and assist in devising a plan to secure funds for programs
• Ability to review multiple data sources simultaneously to determine needs or make recommendations
• Understanding of the following governing authorities: American Board of Medical Specialties, Association of American Medical Colleges, Medical Board of California, Osteopathic Board of California, Educational Commission on Foreign Medical Graduates, Electronic Residency Application Service, the National Resident Matching Program, and the Centers for Medicare & Medicaid Services and their interactions with GME
• Prepares individuals for growth opportunities and advancement; builds internal collaborative networks for self and others. Solicits and acts on performance feedback; drives collaboration to set goals and provide open feedback and coaching to foster performance improvement. Demonstrates continuous learning; oversees the recruitment, selection, and development of talent; ensures performance management guidelines and expectations to achieve business needs. Stays up to date with organizational best practices, processes, benchmarks, and industry trends; shares best practices within and across teams. Motivates and empowers teams; maintains a highly skilled and engaged workforce by aligning resource plans with business objectives. Provides guidance when difficult decisions need to be made; creates opportunities for expanded scope of decision making and impact.
• Oversees the operation of multiple units within a department by identifying member and operational needs; ensures the management of work assignment completion; translates business strategy into actionable business requirements; ensures products and / or services meet member requirements and expectations while aligning with organizational strategies. Gains cross-functional support for business plans and priorities; assumes responsibility for decision making; sets standards, measures progress, and fosters resolution of escalated issues. Communicates goals and objectives; analyzes resources, costs, and forecasts and incorporates them into business plans; prioritizes and distributes resources. Removes obstacles that impact performance; guides performance and develops contingency plans accordingly; ensures teams accomplish business objectives.
• Directs the delivery of large-scale programs or components with multiple workstreams and strategic business goals across departments, functions, or regions with responsibility and accountability for achieving program outcomes from initiation to close-out in an extended or open ended time frame. Reviews program plans and determines program demands for the most complex program initiatives in order to identify and manage scope, and supply appropriate staffing to complete program plans within scope, budget and schedule. Oversees the program financials of large, high profile, dynamic program initiatives and ensures they are managed within budget allocations. Reviews performance across a portfolio of programs to ensure programs effectively deliver maximum long term value or benefit to the organization, and makes adjustments as needed in an uncertain environment where scope may be fluid. Develops and disseminates processes and procedures for the development and execution of organizational change management (e.g., user adoption, implementation, and training plans). Establishes and oversees proper program management practices in regard to allocation of resources, schedules and task assignments. This role may perform project management duties in addition to program management responsibilities.
• Directs programs team and holds team accountable for results. Oversees the decisions of others in reference to internal and/or external resource requests based on the alignment of team member skills and program demands. Leverages expertise to create a clear vision of overall program goals and objectives. Delivers performance feedback to team.
• Proactively monitors, identifies, and mitigates program risks, issues, and trigger events across multiple interdependent programs by leveraging expertise and recommending changes to program processes based on the analyses and identification of trigger events.
• Directs adherence of program activities to policies and procedures by ensuring program plans and team members follow KP, departmental, and/or business line policies and procedures.
• Directs the alignment, buy-in, engagement and support of diverse programs stakeholders to set long-term program goals by building and maintaining relationships as well as communicating appropriately with internal customers, third party vendors, executive management, and business leaders; and clarifying accountability and authority across stakeholders. Builds close relationships with key stakeholders across multiple functions based on their level of influence and decision making and guides teams in identifying the right stakeholders for their programs. Directs programs goals, influences the prioritization of deliverables, coordinates all business processes (e.g. project change management, communication) and facilitates decisions necessary for programs delivery by partnering with programs sponsors and/or review boards. Communicates tough issues to stakeholders while maintaining an independent opinion, providing recommendations, delivering formal presentations, and providing reports to executive audiences. Engages with senior and executive stakeholders to identify long term value to the organization and define success.
• Oversees vendor performance and provides direction for service improvements or revisions to strategy. Partners with Procurement and/or Legal to develop service level and/or scope of work agreements as appropriate. Directs partnerships and contract negotiations with vendors.

Minimum Qualifications:

• Minimum four (4) years experience in a leadership role with direct reports.
• Minimum three (3) years experience managing operational or project budgets.
• Bachelors degree from an accredited college or university and minimum twelve (12) years experience in project management or a directly related field, including minimum seven (7) years program management experience OR Minimum fifteen (15) years experience in project management or a directly related field including minimum seven (7) years program management experience.

Preferred Qualifications:

• Five (5) years of experience working with international workforce optimization.
• Five (5) years of experience working with labor relations.
• At least 5 years graduate medical education leadership experience.

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