GME Educational Affiliations Administrator-29546

Rush University Medical Center; Chicago (IL); On-site; USD 40,000 - 66,000; Full time

Job summary

Rush University Medical Center in Chicago, IL, seeks a GME Educational Affiliations Administrator to manage PLAs, educational agreements, and clinical training site contracts. You will collaborate with Legal, Finance, Compliance, and affiliate institutions to ensure compliance with ACGME requirements and internal policies.

You will oversee the Visiting Resident and Fellow Program, onboarding visiting trainees, and coordinating with HR, Medical Staff Services, IS, and departmental leadership to

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 2 years of experience in GME, Academic Medicine, Healthcare Administration, Contract Administration, Grant Writing, Paralegal, Regulatory, or Compliance.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint).
• Strong written and verbal communication skills; ability to work effectively on a team.

Responsibilities

• Manage all stages of executing new and renewing expiring Program Letters of Agreement (PLAs) and educational affiliation agreements.
• Represent the GME Office when consulting with Legal, Finance, Compliance, Risk Management, Program Directors, Agiloft Paralegals, and affiliate institutions throughout the agreement process.
• Ensure all educational agreements comply with ACGME requirements, institutional policies, and applicable federal and state regulations.
• Maintain a database of affiliation agreements that monitors agreement status and renewal timelines.
• Develop and maintain standard operating procedures and templates to provide guidance related to PLAs and educational affiliations.
• Advise GME Office leadership, program directors, and program administrators about PLA requirements and procedures.
• Assist GME Office and departmental leadership with the development of new clinical training sites and educational affiliations.

Skills

GME experience

MS Office proficiency

Communication skills

Teamwork

Education

Bachelor's degree or equivalent

Tools

Agiloft

ACGME ADS

MedHub/New Innovations

Job description

Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: Graduate Medical Education-GME

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 5:00:00 AM)

Rush offers exceptional rewards and benefits learn more at our Rush benefits page (https://www.rush.edu/rush-careers/employee-benefits).

Pay Range: $29.36 - $47.79 per hour

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Summary

Job Summary

The GME Educational Affiliations Administrator is responsible for the management of Graduate Medical Education (GME) Program Letters of Agreement (PLAs), educational affiliation agreements, clinical training site contracts, and the Visiting Resident and Fellow Program. This position drafts and executes agreements in collaboration with Legal, Finance, Compliance, Risk Management, residency and fellowship programs, and affiliate institutions. They oversee all educational partnerships and visiting trainee activities to ensure compliance with ACGME requirements, institutional policies, and applicable regulations. They advise internal and external stakeholders about policies and procedures that govern educational agreements and visiting house staff participating in clinical training at Rush.

Qualifications

Other information:

• Bachelor's degree or equivalent combination of education and experience
• 2 years of experience in Graduate Medical Education, Academic Medicine, Healthcare Administration, Contract Administration, Grant Writing, Paralegal, Regulatory, or Compliance
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint)
• Strong written and verbal communication skills
• Ability to work effectively on a team

Preferred Qualifications

• Familiar with contract management systems including Agiloft or other systems
• Familiar with GME systems including ACGME ADS and a residency management system (i.e., MedHub or New Innovations)
• Experience managing contracts, affiliation agreements, or regulatory processes.
• Highly organized with the ability to maintain accurate records, monitor agreement renewals, manage complex documentation, and ensure a high level of accuracy in a fast-paced environment.
• Ability to proactively identify risks, resolve complex issues, and implement process improvements that ensure uninterrupted trainee rotations and organizational compliance.
• Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

Responsibilities

Educational Affiliation & PLA Administration

• Manage all stages of executing new and renewing expiring Program Letters of Agreement (PLAs) and educational affiliation agreements.
• Represent the GME Office when consulting with Legal, Finance, Compliance, Risk Management, Program Directors, Agiloft Paralegals, and affiliate institutions throughout the agreement process.
• Ensure all educational agreements comply with ACGME requirements, institutional policies, and applicable federal and state regulations.
• Maintain a database of affiliation agreements that monitors agreement status and renewal timelines.
• Develop and maintain standard operating procedures and templates to provide guidance related to PLAs and educational affiliations.
• Advise GME Office leadership, program directors, and program administrators about PLA requirements and procedures.
• Assist GME Office and departmental leadership with the development of new clinical training sites and educational affiliations.

Visiting Resident & Fellow Program Administration

• Independently oversee the institutional Visiting Resident and Fellow Program for house staff from multiple institutions from the application stage through program completion.
• Administer the review, approval, and onboarding of visiting residents and fellows in accordance with GME and Rush institutional policies and procedures.
• Coordinate a high volume of ongoing onboarding activities with Human Resources, Medical Staff Services, Information Services, Occupational Health, Security, and departmental leadership.
• Advise program directors, program administrators, affiliate institutions, and internal stakeholders about policies and procedures governing visiting physicians.
• Maintain accurate documentation for all visiting residents and fellows as required for billing, reimbursement, and compliance with policies.

Collaboration & Program Support

• Provide training and support to program staff and audit documentation to support initiatives to increase the accuracy of schedules and thereby minimize risk exposure and maximize opportunities for financial reimbursement.
• Participate in institutional committees and projects related to GME operations, accreditation, and educational partnerships.

Reporting & Process Improvement

• Develop reports and dashboards to monitor agreement status, visiting physician activity, compliance metrics, and operational performance.
• Develop and implement process improvements that increase efficiency, standardize procedures, enhance stakeholder experience, and ensure regulatory compliance.
• Identify compliance risks and collaborate with institutional partners to implement corrective actions when necessary.

Other Responsibilities

• Process other educational contracts and legal agreements, such as Memorandum of Understanding (MOU), as requested by the DIO.
• Contribute to drafting and revising GME institutional policies.
• Participate in residency and fellowship program policy oversight.
• Maintain GME Office Standard Operating Procedures.
• Undertake special projects and assignments as directed.
• Other duties as assigned.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.