Britney M. Mortenson

Manage, develop, and plan all activities for the ACGME accredited Neurology Residency Program, comprised of 48 trainees. Program leadership is working towards increasing the number of future intern classes to 15, for a total of 60 trainees.

Manage one Sr. Residency Coordinator and one Sr. Administrative Assistant (1.5 FTE)

Routine tasks include:

• Manage the annual program budget, rotation billing, and individual resident stipends, an average of 4.5 million dollars.
• Create and manage budgets for travel, training, and team-building activities. Authorize expenses and reporting on progress.
• Prepare progress reports and grant proposals to the Texas Higher Education Coordinating Board.
• Stay abreast of local, state, and federal regulations impacting the program and institution's compliance.
• Maintain a thorough knowledge of curricula, practices, and procedures aligned with ACGME and the Texas Medical Board. Ensure compliance with applicable laws, regulations, policies, procedures, and standards throughout the academic year to meet ACGME mandates for faculty and resident compliance.
• Performing quality improvement of the evaluation process, including Milestones, CCC, and PEC aspects.
• Update varying systems to include GME Track, AAMC, NRMP, ERAS, New Innovations, ABMS, etc.
• Collaborate with the Office of International Affairs to prepare and process visa paperwork, ensuring institutional and governmental regulations were met annually for current and incoming trainees' onboarding.
• Coordinate events, including orientation, recruitment, graduation, social events, retreats, etc.
• Manage the unique and complex residency recruitment process from the initial application review, candidate selection, interview day sessions, the analysis of each individualized interviewer scoring for ranking, and eventually designing and sending out an announcement on Match Day.
• Coordinate GME and TMB credentialing and onboarding of away residents, observers, and visiting residents.
• Coordinate and run annual evaluations of people and the program, developing improvement plans for concerning areas and processes.
• Create, design, and maintain the Neurology Residency Program websites.
• Manage and submit verification of neurology residency training for all alumni and current residents, for institutions nationwide.
• Manage remediation and probation programs, maintaining confidential resident performance and progress records

Contribute innovative ideas and solutions to enhance team performance and outcomes.

Create detailed work breakdown structures for complex projects, including task assignments and resource allocation plans.

Identify potential risks associated with projects and developed strategies to mitigate them.

Leverage job-specific knowledge and abilities to identify solutions to issues and diminish conflicts.

Review project progress reports, identify areas of improvement, and provide feedback as needed.

Plan and lead team meetings with subspecialty fellowships to review deadlines and requirements, communicate new and ongoing priorities, and provide a supportive environment for questions and discussion.

Design training materials for team members to use when onboarding new personnel or introducing process improvements.

As the primary administrator, managed the day-to-day operations related to the Brain Rejuvenation Aging Inflammation Neurodegeneration Stroke (BRAINS) Research Laboratory.

The bustling division comprises five Assistant Professors, four Associate Professors, five Professors, eleven Postdoctoral Fellows, five Graduate Students, and multiple Research Scientists and Assistants.

Routine tasks included:

• Served as an administrative liaison with other personnel within and outside assigned areas regarding purchasing, personnel, facilities, and operations.
• Managed the purchasing of research supplies for the entire lab and subdivisions, up to hundreds of items weekly, from many specialty suppliers.
• Prepared financial reports, monitoring and maintaining multiple grants and budgets, and keeping detailed, accurate descriptions for many projects and programs.
• Processed and coordinated travel arrangements, trip expense budgets, and reimbursements for the entire BRAINS Laboratory team.
• Collaborated with the Office of International Affairs to prepare and process visa paperwork, ensuring that institutional and governmental regulations were met.
• Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
• Prepared and submitted prior approval forms for official functions to ensure that each transaction complies with cost containment and institutional guidelines.
• Monitored account balances in the FMS system, and requested fund transfers when necessary.
• Utilized the FMS system to request Supplier ID#, run reports, check the status of accounts payable transactions, and the progress of reimbursement checks.
• Collaborated with various research personnel to prepare and submit grant and contract materials for initial and annual compliance.
• Composed various correspondence and memoranda, and assisted others by proofreading essential documents.

Developed and implemented filing systems, both digital and physical, improving document organization and retrieval efficiency.

Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.

Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.

Provided faculty administrative support and served as the Vascular Neurology (Stroke) Fellowship coordinator, a dual program of nine trainees.

Routine tasks included:

• Composed various correspondence and memoranda, prepared financial reports, and maintained multiple budgets, keeping detailed, accurate records for both the Program Director and Fellowship, and serving as the primary contact for program matters.
• Scheduled and coordinated meetings, often requiring the reservation of rooms, invitations to attendees, and arrangements for refreshments, and equipment as needed.
• Prepare and distribute minutes; they were required for proper record keeping.
• Assisted the Program Director and collaborated with various research personnel to prepare and submit grant and contract materials for initial and annual compliance.
• Scheduled and maintained calendars, itineraries, and other functions per all institutional, governmental, and funding policies and guidelines.
• Served as an administrative liaison with other personnel within and outside assigned areas regarding purchasing, personnel, facilities, and operations.
• Processed all travel for the Program Director and fellows, starting with the preapproval of BTA, RTA, and MPS forms, then submitted a Non-PO Voucher with all required supporting documentation attached for reimbursement to the ImageNow system.
• Prepared and submitted Prior Approval Forms for Official Functions to ensure each transaction is within the Cost Containment and institutional guidelines.
• Monitored grant account balances in the FMS system, and requested fund transfers when necessary.
• Utilized the FMS system to request Supplier ID#, run reports, check the status of accounts payable transactions, and progress reimbursement checks to faculty and fellows.
• Served as the primary point of contact and administrator for the General Neurology Amion schedule, ensuring that accurate information is readily available to avoid delays with patient care.

Assisted the Program Director in managing nine House Staff pediatric residency programs.

Routine tasks included:

• Maintained a thorough knowledge of curricula, practices, and procedures aligned with ACGME, and the Texas Medical Board.
• Counseled residents on regulatory compliance and coordinated the onboarding of new trainees.
• Coordinated applicant interviews, transportation, lodging, and resident socials during recruitment season.
• Coordinated the intern orientation, including all required training and testing for various hospital affiliations, worked with both BCM and TCH security offices to ensure that all requirements are met for interns to get badged for the buildings, and communicated with all faculty and interns on the schedule and attendance.
• Coordinated the annual Pediatric Residency Graduation Banquet, preparing the deposit and contract, and planning all event components through execution.
• Managed and submitted verification of pediatric residency training for all graduated and current residents for institutions nationwide, and maintained the Pediatric Resident Database for Baylor College of Medicine.
• Coordinated resident and faculty compliance regarding ACGME mandates.
• Managed multiple calendars and schedules for various pediatric faculty members, and scheduled midpoint meetings throughout the year for each resident across all programs.

Coordinated various complex medical school courses simultaneously throughout the year.

Routine tasks included:

• Maintained course Blackboard sites by posting current documents, BCM policies, special announcements, entering scores, creating assignments, quizzes, tests, and pulling reports.
• Assisted the Course Directors in finalizing, preparing, and coordinating mid-course and final exams.
• Responsible for setting up test rooms, recording attendance, and proctoring course exams; maintaining the integrity of Baylor College of Medicine and its exams.
• Administratively supported meetings by scheduling, reserving rooms, creating agendas, and taking minutes.
• Inventorying and ordering course supplies, and preparing and submitting course budgets.
• Proofread all correspondence and documents for in-house and outgoing distribution.
• Served as the bookkeeper for the parking validation records.
• Maintained confidential files and records, such as sensitive data about courses and faculty, in line with FERPA (Family Educational Rights and Privacy Act).
• Communicated effectively, in writing and verbally, serving as a liaison between students and faculty.

Assisted the Financial Aid Director in managing the grant and loan awards process, and maintained the Student Federal Work-Study Program.

Routine tasks included:

• Set up and maintained the entire Student Federal Work-Study Account Portfolio for the institution, including preparing documents for employee setup, and entering payroll in SAP.
• Kept records of all timesheets and paperwork requested for auditing purposes.
• Assisted the Director in reconciling and submitting year-end financials to the Department of Education.
• Prepared award offers and ran credit checks for loans, updating the U.S. Department of Education's Common Origination and Disbursement (COD) system to report loan award adjustments.
• Assisted in verifying student files prepared for auditing purposes.
• Collaborated with graduate school administrators and faculty when applying for scholarships in the CAMS Enterprise system.
• Assisted students who visit the office and answered the central office line to respond to questions or concerns, transferring calls as needed.

Managed the day-to-day operations of a three-business corporation.

Licensed to perform safety and emissions state vehicle inspections, ensuring that DPS state regulations are met, and customer vehicles remain in safe working order.

Routine tasks included:

• Maintained meticulous records of all deposits, payments, and balances.
• Managed inventory and coordinated hundreds of orders from various vendors, serving as the liaison.
• Managed the office and all functions, provided direction to staff members, and contractors.
• Developed comprehensive training manuals, enabling a rapid transition for newly hired support staff and licensed state inspectors.
• Managed social media sites, business promotions, and events.
• Drafted event venue contracts and met with customers, ensuring that disclosures and detailed expense breakdowns are reviewed and agreed upon before execution.