GME Administrative Specialist

Responsibilities

• Provide administrative support to the DIO, Director of GME, and GME team.
• Care for institutional GME initiatives, projects, educational programs, and special events.
• Maintain confidential trainee, faculty, and program records in accordance with institutional policies and regulatory requirements.
• Serve as a liaison between the GME Office, residency and fellowship programs, institutional leadership, participating sites, and external organizations.
• Administer office calendars, distribution lists, communication platforms, and general administrative operations.
• Support the development and maintenance of workflows, templates, and tracking tools to support GME operations.
• Affirm accreditation support activities, including documentation coordination and reporting.
• Monitor and track accreditation deadlines, surveys, attestations, action plans, and compliance requirements.
• Maintain institutional GME policies, procedures, governance documents, and accreditation records.
• Conduct data validation and compliance audits to ensure accuracy and regulatory compliance.
• Maintain accurate trainee, faculty, and program information across GME systems, databases, and tracking tools.
• Generate reports, dashboards, and data summaries to support institutional oversight and decision-making.
• Track and maintain key training documentation, program rosters, appointments, promotions, graduations, and program changes.
• Afford assistance with verification requests for current and former trainees and maintain related records.
• Afford support for data collection and reporting for institutional, regulatory, and accreditation requirements.
• Coordinate Graduate Medical Education Committee (GMEC) meetings and institutional subcommittee activities.
• Prepare agendas, meeting materials, minutes, correspondence, and follow-up action items.
• Track committee membership, attendance, voting activities, approvals, and governance documentation.
• Monitor committee actions and ensure timely completion of assigned follow-up items.
• Afford assistance with resident and fellow onboarding, orientation, graduation, and transition activities.
• Respond to inquiries regarding institutional policies, processes, and available GME resources.
• Afford support for trainee engagement initiatives, educational programming, recognition events, and wellness activities.
• Develop and coordinate distribution of trainee certificates, diplomas, and related documentation.
• Organize logistics for institutional educational programs, ceremonies, workshops, and special events.
• Coordinate meeting and event scheduling, room reservations, catering requests, registrations, speaker communications, and event materials.
• Track attendance, evaluations, and outcomes, and prepare summary reports as needed.
• Afford assistance with the development and distribution of newsletters, announcements, and other GME communications.
• Afford assistance with institutional projects involving accreditation, compliance, process improvement, and operational effectiveness.
• Track project timelines, deliverables, and follow-up activities to ensure successful completion.
• Develop and maintain standardized workflows, templates, tracking tools, and administrative procedures.
• Participate in continuous quality improvement initiatives to enhance GME operations and services.
• Maintain records in accordance with institutional retention policies and accreditation standards.
• Provide operational support and cross-training backup for other GME office functions as needed.

Qualifications

• Education requirement: Bachelor's degree required. Bachelor’s degree in business administration, communications, public health, public policy, health professions education, or related field preferred.
• Technical/computer Skills: Proficiency in Microsoft Office Suite required. Strong written and verbal professional communication skills required. Strong professional/business etiquette required.
• Experience with Docusign, Qualtrics, and other office support software preferred.
• Prior administrative experience required; minimum of five years working in an academic health center environment or equivalent educational or administrative setting requiring a high level of professional customer service and the ability to develop and foster strong collaborative relationships preferred.
• Other skills/requirements: Creative and flexible individual to join the GME office team in delivering excellent customer service; exercises sound judgement, discretion, and professionalism in all interactions and communications; strives for accuracy, quality, and efficiency in work products; ability to innovate, problem-solve, think critically and work independently as well as part of a team; understands limitations, asks for assistance; responds positively to feedback; possesses a growth mindset.