CME Shared Services Operations Specialist

Michigan Medicine; Ann Arbor (MI); On-site; USD 60,000 - 90,000; Full time

Job summary

Michigan Medicine is seeking an Operations Specialist for the CME Shared Services within the Office of Continuing Medical Education & Lifelong Learning. You will manage CME activities in MiCME/CloudCME, coordinate cross-department workflows, and ensure compliance with accreditation standards.

Ideal candidates bring 2+ years in program operations, strong organizational and data management skills, and experience with LMS platforms.

Qualifications

• Bachelor's degree or equivalent in healthcare administration, education, public health, business, or related field.
• Minimum two years of program operations, healthcare or academic administration, or similarly complex environment.
• Experience with learning management systems, databases, or enterprise software platforms.
• Exceptional organizational, analytical, and problem-solving skills with attention to detail and an ability to manage multiple priorities.
• Excellent written and verbal communication skills with a commitment to customer service.
• Demonstrated ability to work independently with minimal supervision and exercise sound professional judgment.
• Proficiency with Microsoft Office and Google Workspace, including Excel and reporting tools, with ability to learn new systems and platforms.

Responsibilities

• Manage the full lifecycle of CME activities within MiCME/CloudCME, including application intake, activity setup, registration, attendance tracking, credit documentation, and close-out.
• Deliver centralized administrative and operational support to departments and affiliate partners using standardized tools and workflows, fostering collaborative relationships across clinical, academic, and administrative teams.
• Configure and maintain templates, processes, and system settings to support consistent and reliable operations.
• Ensure accuracy, completeness, and integrity of activity and learner data.
• Maintain accurate, organized operational and compliance documentation, including SOPs and best practices.
• Monitor daily operational processes and resolve issues efficiently.
• Participate in team initiatives and perform other duties as assigned.

Skills

Organizational skills

Communication skills

Problem-solving

Project coordination

Education

Bachelor's degree in healthcare administration, education, public health, or related field

Tools

Microsoft Office

Google Workspace

Excel

MiCME/CloudCME

LMS systems

Job description

The CME Shared Services Operations Specialist serves as a key operational partner within the Office of Continuing Medical Education & Lifelong Learning (OCME&LL). This position supports the delivery of centralized administrative and operational services that enable accredited continuing medical education (CME/CPD) programs across Michigan Medicine and its affiliated health systems.

The specialist ensures that CME activities are delivered efficiently, consistently, and in alignment with accreditation, regulatory, and institutional standards. Responsibilities include ownership of core workflows within the CME management system (MiCME/CloudCME), maintenance of compliance documentation, coordination of operational processes across departments and affiliates, and high-quality service to faculty planners and program teams.

Working in close coordination with the OCME&LL Operations Manager and partnering with reporting and finance colleagues, this role operates with a high degree of independence and professional judgment. The specialist evaluates systems and workflows, applies operational analysis to identify opportunities for improvement, and develops practical, well-defined solutions that enhance reliability, efficiency, and service across the CME enterprise.

This role is well-suited for an operations-minded professional who enjoys improving systems, proactively solving problems, and supporting complex educational programs in healthcare or academic settings.

Responsibilities:

Shared Services CME Operations & Systems Management (40%)

• Manage the full lifecycle of CME activities within MiCME/CloudCME, including application intake, activity setup, registration, attendance tracking, credit documentation, and close-out
• Deliver centralized administrative and operational support to departments and affiliate partners using standardized tools and workflows, fostering collaborative working relationships across clinical, academic, and administrative teams
• Configure and maintain templates, processes, and system settings to support consistent and reliable operations
• Ensure accuracy, completeness, and integrity of activity and learner data
• Maintain accurate, organized operational and compliance documentation, including best practices and standard operating procedures
• Monitor daily operational processes and resolve issues efficiently
• Participate in team initiatives and perform other duties as assigned

Compliance & Accreditation Support (20%)

• Review CME activities and documentation to ensure alignment with accreditation standards and institutional policies
• Maintain complete, audit-ready activity files, disclosures, and required compliance records
• Support accreditation and commendation reviews, internal audits, and quality assurance processes
• Serve as a knowledgeable resource to faculty and staff regarding CME standards, policies, and procedures
• Promote consistent practices that safeguard the integrity and independence of accredited education

Affiliate & Shared Service Support (15%)

• Serve as a primary operational contact for affiliate CME programs, including UM Health-West and UM Health-Sparrow, supporting consistent service delivery across sites
• Coordinate workflows and system use to ensure alignment with Michigan Medicine standards
• Provide proactive and responsive professional service, including training, guidance, and operational support to faculty planners, administrative partners, and stakeholders
• Identify opportunities to harmonize processes and improve the affiliate experience

Reporting & Financial Process Collaboration (15%)

• Partner with Data and Finance team members to support accurate participation, credit, and financial processes
• Prepare and validate operational data and documentation needed for reporting and reconciliation
• Assist with tracking registrations, attendance, and required supporting information
• Collaborate on the development of dashboards and operational metrics

Process Improvement & Operational Excellence (10%)

• Support a culture of continuous improvement and operational reliability by regularly evaluating operational workflows and identifying opportunities to enhance efficiency, consistency, and user experience
• Translate operational needs into practical, achievable system or process improvements
• Develop well-defined recommendations and implementation plans
• Partner with the OCME&LL Operations Manager to prioritize and execute improvements

Required Qualifications:

• Bachelor's degree or equivalent combination of education and experience in healthcare administration, education, public health, business, or related field
• Minimum two years of experience in program operations, healthcare or academic administration, or a similarly complex environment
• Experience working with learning management systems, databases, or enterprise software platforms
• Exceptional organizational, analytical, and problem-solving skills with attention to detail and an ability to manage multiple priorities
• Excellent written and verbal communication skills with a commitment to customer service
• Demonstrated ability to work independently with minimal supervision and exercise sound professional judgment
• Proficiency with Microsoft Office and Google Workspace, including specifically Excel and reporting tools, with demonstrable ability to learn new systems and platforms

Desired Qualifications:

• 2+ years of experience supporting accredited CME/CPD programs
• Familiarity with CloudCME/MiCME or similar learning management systems
• Experience in compliance-sensitive or regulated healthcare environments
• Demonstrated systems thinking and ability to understand interdependencies across processes and stakeholders
• Experience in analyzing workflows and implementing operational or process improvements
• Experience collaborating effectively with finance or reporting teams
• Ability to translate business or operational needs into practical, actionable solutions