GME Program Administrator - Division of Geriatric Medicine - HYBRID

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated.

About the role

As the GME Program Administrator, you will provide high-level administrative and operational support to four small fellowship programs (Palliative Care, Geriatrics, Genomics, Heart Failure). You will play a key role in recruitment, onboarding, ongoing trainee support, and program compliance, ensuring each fellowship meets institutional and accrediting requirements. This position serves as the central hub connecting fellows, program leadership, faculty, departments, and external partners while maintaining accurate documentation essential to program success.

This role is primarily remote, with occasional in-person work required at the Nashville office (2147 Belcourt Ave) based on program needs and key events. Schedule: Monday–Friday, traditional daytime business hours.

Responsibilities

• Support all phases of fellowship recruitment, including scheduling, communication, interview-day coordination, and documentation.
• Coordinate onboarding processes for incoming fellows to ensure timely completion of required materials and clearances.
• Provide day-to-day administrative support for program directors and leadership, anticipating needs and ensuring smooth operations.
• Serve as a liaison among fellows, faculty, departments, institutional offices, and external institutions.
• Maintain program files and essential documentation required for program viability and regulatory readiness.
• Collect, organize, and submit required data and reports to accrediting bodies and regulatory agencies.
• Support program development and process improvement initiatives through tracking, documentation, data collection, and evaluation.
• Maintain and update program-specific databases and tracking tools.
• Reconcile monthly program ledgers and assist with basic budget tracking and program-related financial processes.
• Assist in planning and executing annual fellowship events and key academic activities.
• Create and distribute evaluations; manage duty hour logs and generate reports.
• Maintain Residency Management Software Program.

About the team

The Division of Geriatric Medicine at Vanderbilt is dedicated to promoting healthy aging through patient care, medical education, and research. While the position is based in Geriatrics, it will support fellowship programs in multiple Divisions, including Internal Medicine and Cardiology.

For additional information, please visit Vanderbilt Geriatric Medicine.

Qualifications

• Bachelor’s degree.
• 2 years of relevant work experience.

Skills

• Program Management (Intermediate): Planning, organizing, and managing resources to achieve specific program goals and objectives.
• Peer Leadership (Intermediate): Ability to show leadership and influence peers to accomplish team goals.
• Financial Processes (Intermediate): Ability to monitor costs, expenses, and revenue, and manage them in relation to budgeted amounts.
• Quality Management (Intermediate): Developing systematic processes to ensure services meet specific requirements.
• Networking (Intermediate): Building relationships through industry contacts, professional organizations, and individuals.
• Process Improvement (Intermediate): Identifying, analyzing, and improving existing business processes for optimization.
• GME Program Administration (Intermediate): Knowledge of Accreditation Council for Graduate Medical Education (ACGME) or similar program requirements, policies, and procedures.

Benefits

This role offers a comprehensive benefits package which may include health, disability, retirement, and/or wellness offerings to enhance your well-being and professional growth.