GME Program Coordinator I

Job Description

GENERAL SUMMARY:

Reporting to the Medical Education Manager, the Graduate Medical Education (GME) Program Coordinator I plays a vital role in shaping the future of medical professionals. You'll facilitate transformative educational initiatives by providing strategic direction and day-to-day leadership of our clinical medical education programs. This position offers the unique opportunity to drive meaningful improvements in processes, collaborate across departments, and make a lasting impact on resident education and professional development.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Strategic Program Leadership & Project Management

• Partner with leadership to define and execute department initiatives that advance educational excellence and program goals.
• Design and manage comprehensive project plans and timelines, ensuring successful delivery of complex initiatives.
• Lead cross-functional teams across the organization, fostering collaboration and driving results.
• Develop innovative solutions to enhance processes and procedures, continuously improving program operations.
• Manage program budgets strategically, monitoring expenditures and ensuring optimal resource allocation.

Recruitment & Resident Onboarding

• Lead all recruitment activities from planning through selection, creating compelling recruitment materials and managing the candidate evaluation process.
• Develop and execute strategic recruitment plans, timelines, and policies that attract top talent to our programs.
• Coordinate comprehensive orientation programs for incoming residents, ensuring a smooth transition and strong program integration.
• Manage residency applications and candidate logistics using specialized software, compiling reports and supporting faculty interview processes.

Compliance, Accreditation & Quality Assurance

• Champion ACGME compliance by maintaining current, organized documentation and fostering awareness of accreditation requirements across all program levels.
• Collect, review, and ensure timely reporting of program data to accreditation bodies, supporting self-study development and site visit preparation.
• Oversee resident compliance with curriculum requirements and institutional learning modules through strategic scheduling.
• Manage the Clinical Competency Committee and Program Evaluation Committee, tracking procedures, competencies, and milestone reporting.
• Develop and implement procedures in response to new or revised policies from accreditation agencies and organizational leadership.

Scheduling, Records & Documentation Management

• Create and maintain comprehensive rotation schedules that balance curriculum requirements, call schedules, conferences, and resident well-being.
• Oversee accurate scheduling in residency management systems to ensure Medicare compliance and reporting accuracy.
• Maintain organized, confidential employment and educational records in compliance with ACGME requirements and organizational policy.
• Manage all evaluations, certifications, and exam results using designated software; compile and disseminate results to appropriate stakeholders.
• Ensure annual program manual and policy revisions, communicating updates to Program Directors, residents, and faculty.

Stakeholder Relations & Communication

• Serve as the key liaison between the program and internal/external stakeholders, including medical schools, hospital administration, and alumni.
• Maintain effective communication with residents, fellows, and medical students through formal correspondence, group communications, and individual guidance.
• Represent the Program Director professionally, making informed decisions within prescribed authority and keeping leadership informed of program developments.
• Develop and maintain strong professional relationships across operational departments, fostering collaboration and continuous improvement.
• Mentor new program coordinators and provide professional development support to peers.

Administrative Excellence & Operations

• Manage complex administrative workflows, databases, and filing systems that support program operations and compliance.
• Prepare reports, correspondence, agendas, and meeting minutes; coordinate program and committee meetings with attention to detail.
• Coordinate program events and celebrations that build community and recognize achievements.
• Manage contractual agreements and letters of agreement, monitoring expiration dates and curriculum changes.
• Maintain and update program information across multiple platforms including ERAS, NRMP, ACGME ADS, and organizational systems.
• Support due process activities including training extensions, probation, and termination as needed.

Professional Development & Continuous Improvement

• Actively participate in professional development to maintain current knowledge of evolving GME requirements and best practices.
• Seek and respond constructively to feedback from GME leadership, departments, administration, and customers.
• Promote service excellence principles and demonstrate leadership behaviors that advance organizational goals.
• Assist in planning and obtaining approval for continuing medical education programs, monitoring attendance and budgets.

Qualifications

EDUCATION/EXPERIENCE REQUIRED:

• Bachelor’s degree in a related field, or the equivalent combination of education and/or experience.
• Experience in an educational or medical office/administrative/project management environment preferred.
• Previous Medical Education experience strongly preferred.
• Strong data collection and entry ability with attention to detail; requires high level of accuracy.
• Demonstrates knowledge and skills in Microsoft Office applications (i.e., Access, Excel, PowerPoint, and Word) and data management applications.
• Ability to create, prioritize, and execute multiple tasks and meet established timelines.
• Must have good interpersonal skills, customer service attributes and ability to communicate effectively with internal and external customers.
• Must demonstrate and use customer friendly demeanor/etiquette and culturally appropriate.
• Possess strong verbal communication skills in person and via telephone.
• Able to apply problem solving and critical thinking skills.
• Must possess strong organizational skills.

Additional Information

CERTIFICATIONS/LICENSURES REQUIRED:

• TAGME certification preferred.
• Must meet or exceed core customer service responsibilities, standards and behaviors as outlined in the Henry Ford Health’s Customer Service Policy
• Must practice the customer skills as provided through on-going training and in-services.

PHYSICAL DEMANDS/WORKING CONDITIONS:
Normal office environment with minimal exposure to noise, dust, or extreme temperatures.