GME Administrator

Boston Children’s Hospital; Boston (MA); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Boston Children's Hospital is seeking an Administrative Program Coordinator who will support the residency and fellowship training programs under GME policies, coordinating recruitment, onboarding, and educational activities.

You will manage records in GME databases, track duty hours and evaluations, assist with annual orientation, and liaise with faculty, trainees and regulatory bodies to ensure compliant operations.

Qualifications

• Associate's degree required; Bachelor's degree preferred.
• Experience with NRMP, ERAS and New Innovations.
• Proficiency with Microsoft Office.
• Ability to work independently to anticipate program needs.
• Strong communication, organizational skills, and attention to detail.
• Ability to interpret regulatory requirements and hospital policies.

Responsibilities

• Coordinates residency/fellowship training programs and related education activities.
• Supports candidate selection, interview scheduling and travel arrangements.
• Manages onboarding, licensing, visas, credentialing and moonlighting documents.
• Assists with orientation content, speaker coordination and event logistics.
• Maintains GME databases (duty hours, evaluations, personnel records) for compliance.
• Liaises with faculty, trainees and regulatory bodies to ensure smooth operations.

Skills

Microsoft Office

Independent work

Analytical skills

Communication

Attention to detail

Regulatory compliance

Education

Associate's Degree

Bachelor's Degree preferred

Tools

NRMP

ERAS

New Innovations

Job description

Position Summary

Under general supervision of the Program Director and/or Department Division Manager coordinates the department/division’s residency/fellowship training program in accordance with department/GME (Graduate Medical Education) policies. Follows and helps to improve plans and processes on a yearly cycle that support department/GME requirements to ensure compliance, including recruitment and onboarding of trainees, maintenance of medical education databases and completion of projects. Plans and coordinates educational and social events in accordance with established priorities, time and funding limitations. Coordinates internal and external program relations, communicating with faculty and trainees to ensure smooth communications and effective and efficient coordination of GME training programs.

Key Responsibilities:

• Collaborates with training program leadership team to coordinate and provide administrative support, including evaluating, standardizing and improving office procedures, for all aspects of the GME training program for the department/division. Creates, updates, maintains and distributes educational materials and curriculum.
• Coordinates the candidate selection process, schedules interviews and follow-ups. Acts as a resource for candidates, assisting as needed with travel arrangements.
• Coordinates all aspects of onboarding. Ensures the timely input of documents related to licensing, visas, credentialing and moonlighting in accordance with regulatory requirements.
• Participates in the design of content for annual orientation programs including determining speaker topics, selecting and inviting speakers. Schedules speakers, venues, trainings, and other new hire requirements including IDs, computer access and training.
• Collects and maintains required records and data for residents, fellows, faculty, and alumni. Maintains and ensures efficient utilization of GME databases including duty hours, evaluations and personnel records in accordance with department requirements. Interprets and applies ACGME (Accreditation Council for Graduate Medical Education), other national accrediting agency/regulatory requirements and hospital policies to ensure compliance.
• Designs content, coordinates, prepares and distributes materials for educational curriculum, conferences, didactic sessions, M&M (Morbidity & Mortality) conferences, virtual and special events throughout the year. Coordinates evaluation and attendance tracking for events.
• Acts as a resource and liaison for the program. Provides administrative support to trainees as directed by the program director. Informs trainees of policies, procedures and schedules. Works to diffuse conflicts by accommodating reasonable requests; escalates issues to manager as needed.
• Provides administrative support to the department as directed.

Minimum Qualifications

Education:

Associate's Degree required, Bachelors Degree preferred.

Experience:

• Familiarity with the annual hospital and Graduate Medical Education recruitment and education cycle including training program(s)/hospital and regulatory requirements.
• Proficiency with medical education computer applications such as NRMP, ERAS and New Innovations.
• Fluency with Microsoft Office is required.
• Ability to work independently to anticipate program needs based on a yearly cycle.
• Analytical skills and ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
• Excellent organizational and planning skills with strong attention to details.
• Ability to understand, interpret and apply applicable regulatory requirements and hospital policies to ensure programmatic compliance with graduate medical education program training requirements.