GME Program Administrator - Division of Gastroenterology, Hepatology & Nutrition (Hybrid)

About the role

In your pivotal role as GME Program Administrator, you will assist in coordination of activities of the Graduate Medical Education (GME) program, including activities such as the recruiting, onboarding, and ensuring compliance of incoming and current residents, assuring program compliance with regulatory standards, and maintaining essential documentation required for program viability. You will also oversee day-to-day program coordination and functions as a liaison between residents, departments, attending faculty, administration and outside institutions with oversight.

Department summary

Welcome to the Division of Gastroenterology, Hepatology and Nutrition at Vanderbilt University Medical Center. We strive to provide outstanding medical care to people with diseases of the gastrointestinal tract and liver, to train gastroenterology clinicians and researchers, and to perform cutting-edge biomedical research to improve our understanding of digestive diseases. The division has nearly 80 physician-scientists, clinician-educators, medical center clinicians, advanced practice providers, and research-track investigators.

There are three goals that define our division:

• Innovative biomedical, discovery-based research
• Education and training of medical students, residents, postdoctoral fellows, GI research and GI clinical fellows
• Clinical and endoscopic practice focused on compassionate and outstanding patient care

The Division of Gastroenterology, Hepatology and Nutrition seeks a balance in its clinical and research activities. We strive to serve as a beacon to attract world-class clinicians, investigators and trainees to VUMC with the ultimate goal of providing exceptional patient care and performing innovative, discovery-driven research.

Current programs

• Gastroenterology Fellowship
• Advanced Endoscopy Fellowship
• Advanced IBD Fellowship
• Transplant Hepatology Fellowship

Key responsibilities

• Assists in all aspects of recruitment process
• Provides direct administrative coordination and assists with routine responsibilities for Program Leadership
• Assists with process improvement and academic oversight, including program development, tracking, implementation, and evaluation of the program via data collection and document prep
• Reconciles monthly program ledgers and assists with budgetary management of the program as needed
• Assists with maintaining and updating program-specific databases
• Assists with collection and submission to accrediting bodies and other regulatory agencies
• Assists with the planning, coordination, and execution of annual events for GME residency or fellowship program
• Maintains Residency Management Software Program, creates evaluations, and manages working hour logs and reports

Technical capabilities

• Program Management (Intermediate) - Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives
• Peer Leadership (Intermediate) - The ability to show leadership and influence people of equal rank in an effort to accomplish team goals
• Financial Processes (Intermediate) - Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts
• Quality Management (Intermediate) - Developing a systematic process of checking to see whether a process or service is meeting specific requirements
• Networking (Intermediate) - Build relationships through industry contacts, professional organizations and individuals
• Process Improvement (Intermediate) - Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality
• GME Program Administration (Intermediate) - Develops and maintains unique knowledge regarding the Accreditation Council for Graduate Medical Education (ACGME) or similar program requirements, policies and procedures that are critical to support the GME program

Core accountabilities

• Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance
• Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment
• Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area
• Team Interaction: Provides informal guidance and support to team members

Core capabilities

Supporting Colleagues:

• Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance and gain knowledge in new areas
• Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships
• Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences

Delivering Excellent Services:

• Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them
• Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions
• Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness

Ensuring High Quality:

• Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly
• Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them
• Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring

Managing Resources Effectively:

• Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure
• Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area
• Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities

Fostering Innovation:

• Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches
• Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges
• Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements

Qualifications

• Bachelor's Degree (or equivalent experience: 4 years of relevant experience)
• At least 1 year of Fellowship or Residency coordinator experience is preferred
• At least 1 year of fellowship or residency coordinator experience (preferred)

Schedule & location

• Remote Hybrid with at least 3 days in office (more at times)
• When in the office, you will work either at One Hundred Oaks or on the main campus at Light Hall
• Traditional daytime business hours, Monday-Friday