GME Program Admin Associate

Summary

The Family Medicine Residency Program Administrator continually assesses and manages a wide range of administrative activities to support the operation of the Family Medicine Residency Program, consisting of approximately 39 residents (House Officers) per year. As a member of the Program Administrative team, this role requires a clear understanding of overall program operations to provide effective cross-coverage, while maintaining a primary focus on daily operations of the program.

Key responsibilities include supporting the administrative and operational functions of the Family Medicine Residency Program to ensure efficient workflow, compliance with accreditation standards, and effective support of residents and faculty. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Under the supervision of the Family Medicine Education Administrator, this position collaborates with Program Directors and faculty to manage day-to-day program operations. Responsibilities include coordinating reimbursements, event planning, and resident retreat logistics; tracking policy and curriculum reviews; maintaining the residency program email account; and managing supply ordering and meal allowances.

The Program Coordinator supports recruitment, onboarding, and offboarding processes, assists with licensing, examinations, and recertification requirements, and prepares agendas and minutes for key program meetings. This role also serves as a primary point of contact for residents, addressing routine questions and providing administrative support.

Additional responsibilities include participating in Graduate Medical Education meetings and professional development activities to ensure alignment with institutional policies and best practices.

Responsibilities*

Leadership

• Evaluate and standardize workflow processes and effectively troubleshoot and resolve issues that arise; often this must be done quickly given the nature of the work.

• Communicate with other departments regarding activities of the training programs.

• Assist with the UMHS Internal Review and ACGME Site Visit documentation.

• Oversee maintenance of policies and curriculums

• Oversee event planning

Recruitment

• Assist with preparing materials for distribution prior to interviews

• Assist with preparing for recruitment and rank meetings

• Availability to greet applicants on interview days and help troubleshoot any technical difficulties

Credentialing and Orientation

• Assist with onboarding activities as needed

Administrative

• Assist with proctoring in-training exams.

• Respond to daily emails from House Officers, Program Directors and GME Office.

• Attend and participate in program meetings and activities.

• Maintain agendas and minutes for key program meetings.

• Licensing, examination, recertification support

• Supply ordering

• Reimbursements

Required Qualifications*

• Bachelors degree or equivalent combination of education and experience

• 2-3 years of professional/administrative experience

• Demonstrated ability to make independent decisions to determine appropriate course of action within the context of policies and standards

• Demonstrated ability to analyze, compare and evaluate various courses of action within scope of the role

• Demonstrated ability to operate with independence

• Excellent written and verbal communication skills, with the ability to interact professionally with residents, faculty, and institutional leadership

• High attention to detail and timeliness/meeting deadlines is a must.

• Strong problem-solving skills and the ability to work both independently and collaboratively

Desired Qualifications*

• 2 + years GME experience

• Experience in an academic health system

• Knowledge of University policies and procedures

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the