Job Description

Affiliations and Contracts Administrator

Apply now Job No: 496794
Department: GME OFFICE
Local Title: Affiliations and Contracts Administrator
Budget Title: Staff Associate
Work Type: Full Time
Location: Brooklyn, NY
Categories: Management and Professional, Administrative

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

UUP

Job Summary:

The Department of Graduate Medical Education in the College of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Affiliations and Contracts Administrator/Staff Associate.

Reporting to the Associate Dean and the Director as well as the Medical Education Systems Manager, the successful candidate will be accountable for the following:

Undergraduate and Graduate Medical Educational Affiliations:

• Provide administrative support to the Medical Education Systems Manager.
• Prepare clinical training affiliation agreements for the graduate medical and undergraduate medical programs in coordination with the academic departments, program directors & chairs, legal, and the Academic Affiliations Finance Manager. Also include annual Group Affiliation Agreements (Cap Agreements) for CMS and NGS with major affiliated hospitals.
• Obtain information on program management, faculty, financial arrangements, and specific departmental requirements for each affiliation agreement.
• Assist the DIO in negotiations between our programs and affiliates.
• Finalize agreements between our legal office and affiliate's legal office.
• Obtain all signatures.
• Distribute fully executed documents internally and externally.
• Maintain original contract books and/or electronic files as applicable.
• Assist program directors, program chairs, DIO, and legal counsel in problem resolution/contract termination as necessary.
• Update training agreements in coordination with the College of Medicine yearly, reflecting proposed financial arrangements, new program requirements and current regulatory accrediting agency requirements in coordination with the Academic Affiliations Finance Manager.
• Monitor and follow up on agreements from preparation to execution and distribution to all entities.
• Prepare affiliations reports to the GME Committee, Dean and Financial Officer as requested.
• As needed, assist with onboarding processes of incoming residents and fellows by verifying documents and input data into New Innovations System.

University Hospital and non-SUNY Affiliations:

• Prepare clinical training affiliation agreements for University Hospital and non-SUNY colleges and programs.
• Coordinate the on-boarding of non-SUNY students in compliance with hospital policy and procedures; assist clinical program directors in ensuring human resources, medical clearance, hospital orientation, compliance training, background checks, and other requirements are met.
• Review and update training agreements for Hospital in coordination with academic, clinical, and legal leadership.
• Assist in preparation of affiliation reports as well as special reports as requested.
• Revise documents as recommended by the Offices of Contracts, Legal Affairs, Corporate Compliance, Health Service and Finance.
• Monitor and follow up on agreements from preparation to execution and distribution to all entities.

Current Operation Overview:

• Monitor and maintain over 150 active residency agreements (on average 990 residents/fellows).
• Monitor and maintain standing elective agreements, plus up to 60 one-time extramural elective agreements and various one-time visiting electives.
• Monitor and maintain all active visiting resident agreements and accompanying master agreements-could be different agreements each year.
• Monitor and maintain master educational training agreements.
• Monitor and maintain medical student clinical training agreements.
• Monitor and maintain Non-SUNY student clinical training. agreements to University Hospital.
• Finalize agreements between our legal office and affiliate's legal office.
• Obtain all signatures.
• Distribute fully executed documents internally and externally
• Maintain original contract books and/or electronic files as applicable.
• Attend monthly GME Committee meeting and provide contractual updates on affiliate issues.
• Database Maintenance in General and for Sharing with Others as Requested/as Needed:
  • Lists of GME Affiliates.
  • Lists of UME Affiliates.
  • List of Non-SUNY Affiliates.
  • Master list of contact info for Downstate Chairs, Program Directors, and Coordinators for all programs including subspecialties.

Required Qualifications:

• Bachelor's Degree in Healthcare Administration, Business, Public Health or related fields.
• Excellent communication, organizational, and time management skills.
• Or, a satisfactory equivalent combination of experience, training and education to the above.

Preferred Qualifications:

• Knowledge of Graduate Medical Education.
• Direct experience with ACGME accredited training programs.

Work Schedule:

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:

S alary Range:

Commensurate with experience and qualifications

E xecutive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governors Office of Employee Relations at (518) 474-6988 or via email atinfo@goer.ny.gov .

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individualswith disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contactHuman Resources at ada@downstate.edu

Advertised: May 08, 2025 Eastern Daylight Time
Applications close: Open until filled

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The Department of Graduate Medical Education in the College of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Affiliations and Contracts Administrator / Staff Associate.

The Department of Graduate Medical Education in the College of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Affiliations and Contracts Administrator / Staff Associate.

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