Program Coordinator-GME-GME Program Office

Job Objective:

Performs administrative and operational functions to support Graduate Medical Education (GME) programs by coordinating accreditation activities, academic events, recruitment, contracts, housing, and committee operations while ensuring compliance with Accreditation Council for Graduate Medical Education (ACGME) and institutional requirements.

Essential Responsibilities:

• Demonstrates compliance with Code of Conduct and compliance policies and takes action to resolve compliance questions or concerns and report suspected violations.
• Assists in maintaining and tracking institutional academic GME data and reporting program metrics.
• Maintains records for affiliation agreements, physician service agreements, trainee contracts, and renewals.
• Monitors timekeeping compliance, prepares and submits timecards, and supports payroll accuracy.
• Assists in special assignments and assigned projects as directed by leadership, including accreditation documentation and records.
• Coordinates all GME housing for outside rotations, ensuring accommodations meet program and trainees needs; responsible for overseeing leases and communication with property owners/management. 
• Supports Community Medicine initiatives including the Health Policy Lecture Series, LMSA, and NHMA; administers Community Medicine Scholarship program including communication and tracking.
• Screens and directs telephone calls and walk-in inquiries professionally.
• Supports leadership in the coordination and organization of faculty and resident orientation/recruitment programs.
• Serves as liaison to L
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• Ensures compliance with hospital policies, procedures, and ACGME regulations; maintains institutional GME policies, including formatting, updating, and uploading documents as outlined by GME leadership. 
• Coordinates GME Committee (GMEC) and Justice, Equity, Diversity and Inclusion (JEDI) quarterly meeting logistics, agenda preparation, documentation, and follow‑up; provides administrative and operational support to assigned committee initiatives as requested by leadership. 
• Coordinates annual scheduling of hospital-wide committees with Medical Staff office and sends monthly reminders to trainees.
• Coordinates logistics for major GME events, including but not limited to the annual Welcome Party, Thank a Resident Day, Holiday events, Match Day, etc.
• Processes and tracks resident and fellow conference requests; routes to Program Directors.
• Coordinates monthly GME educational sessions including planning, logistics and compliance documentation for Residency/Fellowship Coordinators and Program Managers. 
• Coordinates MS Teams license distribution with IT department. 
• Schedules and coordinates meetings, including setting up conference rooms, sending reminders to attendees, arranging catering, and preparing materials as assigned. 
• Composes, edits, and distributes correspondence, agendas, minutes, reports, and other documents as assigned.
• Provides administrative support to residency and fellowship programs as assigned.

Essential Skils:

• Strong interpersonal, organizational and analytical skills
• Ability to teach new processes and requirements to individuals and groups
• Written and verbal communication skills
• Ability to prioritize tasks and manage time efficiently to meet deadlines
• Ability to influence and negotiate
• Strong customer service, problem solving, project management and teamwork skills
• Ability to adapt quickly to changing priorities and unexpected situations
• Ability to establish and maintain positive interpersonal relationships with all levels of the organization
• Ability to take initiative, be innovative and work effectively in a variety of settings
• Ability to operate general office equipment (i.e., computer, printer, scanner, telephone, etc.)
• Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications