GME Program Admin Associate

Mission Statement: Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components: patient care, education and research that together enhance our contribution to society.

Job Summary

The Department of Physical Medicine and Rehabilitation (PM&R) is seeking a GME Program Administrator Associate to provide administrative support for Graduate Medical Education Programs, clinical faculty, and academic activities within the department. This position will work closely with Program Directors, faculty, residents, fellows, and administrative leadership to support the daily operations of education and academic programs in PM&R.

Education

Our mission is to develop Physical Medicine and Rehabilitation physicians and specialists motivated to provide outstanding care for a wide variety of patients, including those with complex needs. We are looking for an organized individual who enjoys working in education and partnering with our program directors.

The ideal candidate is highly organized, detail-oriented, responsive, and able to manage multiple priorities in a fast-paced academic health care environment. An ideal candidate would have many of the following attributes:

• Interest in supporting and improving educational programs and trainee experiences
• High attention to detail, reliability, and accountability
• Excellent communication skills across multiple platforms, including email, messaging, calendar invitations, and in-person communication
• Ability to manage competing priorities and adjust to changing needs
• Desire to assist residents, fellows, medical students, faculty, and program leadership toward educational and academic goals
• Strong customer service orientation when assisting faculty, trainees, staff, and external partners
• Proactive approach to problem-solving in a collaborative manner
• Ability to exercise discretion with sensitive or confidential information
• Willingness to learn GME systems, policies, procedures, and accreditation requirements

Responsibilities

• Support residency and fellowship administrative activities in collaboration with Program Directors and the GME Office.
• Provide calendar, meeting, event planning, agenda, and minutes support for Program Directors and faculty.
• Maintain resident, fellow, and faculty schedules in MedHub, QGenda, Outlook, MiChart, and related systems.
• Track vacations, conferences, time away, call schedules, work hours, and coverage needs.
• Serve as a liaison for residents, fellows, faculty, Program Directors, and institutional partners.
• Assist with accreditation activities, including data tracking, reports, site visit preparation, and PEC action items.
• Coordinate curriculum and evaluation processes in MedHub, including evaluations, attendance tracking, and orientation materials.
• Support recruitment, onboarding, orientation, and scheduling for trainees, visiting observers, medical students, and faculty.
• Support finance and reimbursement processes, including travel, professional development funds, memberships, and supply orders.
• Maintain program documentation, policies, licensure records, SharePoint sites, website updates, and other administrative tasks as assigned.
• Other duties as assigned.

Requirements

• Associates degree or equivalent combination of education and experience.
• Administrative experience in an office, academic, health care, or related professional setting.
• Excellent oral and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, deadlines, and competing priorities.
• Ability to work independently and as part of a team.
• Ability to exercise discretion and sound judgment when handling sensitive or confidential information.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Experience with calendar management, meeting coordination, and document preparation.
• Ability to learn and use institutional systems such as MedHub, QGenda, MiChart, MiCME, SharePoint, and related platforms.

Qualifications

• GME experience
• Experience in an academic health system
• Experience with MedHub, QGenda, MiChart, MiCME, CONCUR, SharePoint
• Experience with travel arrangements, reimbursements, professional development funds, or conference coordination.
• Knowledge of accreditation, institutional, and/or Department policies, procedures, and practices.

Schedule

40 hours per week, Monday - Friday. Hybrid with 1-2 days in office each week.