Graduate Medical Education Program Manager

About the role

The Graduate Medical Education (GME) Program Manager for the Child & Adolescent Psychiatry Residency/Fellowship Program provides comprehensive administrative, operational, educational, and accreditation support for the training program. Working closely with the Program Director, Associate Program Directors, faculty, residents/fellows, institutional GME leadership, and affiliated hospitals, the Program Manager oversees day-to-day program operations to ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) requirements and institutional policies while supporting an exceptional educational experience for trainees.

Responsibilities

• Manages the day-to-day operations of the program, ensuring efficient scheduling, resource allocation, and compliance with institutional policies.
• Serves as the primary administrative contact for residents/fellows, faculty, applicants, and institutional stakeholders.
• Manage daily administrative operations of the Child & Adolescent Psychiatry residency/fellowship program.
• Collaborates with program directors and faculty to support resident recruitment, onboarding, orientation, graduation, and offboarding processes for the trainees.
• Maintain accurate trainee and program records in accordance with institutional, ACGME, ABPN, and NRMP requirements.
• Maintain and provide accurate training records and verification documentation for current and former trainees in support of licensure, credentialing, employment, hospital privileging, board certification processes, and related correspondence.
• Prepare and manage accreditation materials including Annual Program Evaluation (APE), Self-Study, ADS updates, surveys, and site visit documentation.
• Track trainee licensure, credentialing, certifications, duty hours, scholarly activity, procedural logs, required training modules, and any other materials required to fulfill graduation requirements.
• Oversee scheduling processes including rotations, didactics, call schedules, vacation requests, and evaluation timelines.
• Congnorate educational activities, including lectures, workshops, meetings, retreats, educational conferences, recruitment events, special program initiatives and assessments to meet residency program requirements.
• Aid trainees with institutional processes including onboarding, benefits, leave requests, conference travel, and wellness resources.
• Support communication between trainees and faculty leadership regarding scheduling, policies, and program expectations.
• Maintain professionalism and confidentiality in handling sensitive trainee matters.
• Maintain and update program records, including accreditation documentation, resident files, and evaluation data.
• Aid in budget tracking, expense reports, expense reconciliation, conference funding, educational resource management and provide administrative support for program financial management.
• Maintain accurate records and ensure timely submission of reports and regulatory documentation.
• Support implementation of program policies and continuous quality improvement initiatives.
• Coordinate all aspects of recruitment through ERAS and NRMP, including application review logistics, interview scheduling, candidate communications, and rank list preparation.
• Organize virtual and in-person interview days and recruitment events.
• Aid in marketing and outreach efforts including website updates, brochures, and recruitment materials.
• Act as a primary contact for residents, addressing questions and providing guidance on program policies and resources.
• Support efforts for continuous improvement by collecting feedback, evaluating program components, and suggesting enhancements.
• Coordinate all aspects of recruitment through ERAS and NRMP, including application review logistics, interview scheduling, candidate communications, and rank list preparation.
• Organize virtual and in-person interview days and recruitment events.
• Aid in marketing and outreach efforts including website updates, brochures, and recruitment materials.
• Act as a primary contact for residents, addressing questions and providing guidance on program policies and resources.
• Support efforts for continuous improvement by collecting feedback, evaluating program components, and suggesting enhancements.

Qualifications

• Bachelor’s degree.
• Experience in graduate medical education, academic program management, or similar administrative role 3-5 years required and Experience in program management 2-3 years preferred.
• Prior experience in Graduate Medical Education or residency/fellowship administration.
• Strong knowledge of ACGME accreditation standards, compliance requirements and ERAS/NRMP processes.
• TAGME certification or willingness to pursue certification.
• Experience with New Innovations or similar residency management software and platforms.
• Experience working in psychiatry, behavioral health, or academic healthcare settings.
• Strong organizational, communication, and project management skills.
• Ability to maintain confidentiality and professionalism in a complex academic environment.
• Strong interpersonal and communication skills, with the ability to collaborate effectively with diverse stakeholders.
• Demonstrated ability to manage multiple priorities and deadlines independently.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.