GME Program Admin Associate

Michigan Medicine; Ann Arbor (MI); On-site; USD 42,000 - 62,000; Full time

Job summary

Michigan Medicine in Ann Arbor is seeking an Administrative Program Assistant for the Pediatric Medicine Residency Program's Graduate Medical Education team. On-site role handling daily operations, itineraries, and cross‑department coordination to support residents and faculty.

The position emphasizes organization, proactive problem solving, and strong communication as you assist with recruitment, onboarding, and program logistics in a fast-paced healthcare education setting.

Qualifications

• Requires an associate or bachelor’s degree.
• Acts as an independent contributor who takes initiative.
• Demonstrates strong organizational skills to balance multiple tasks and meet deadlines.
• Pairs active listening with clear verbal and written communication.
• Engages professionally with diverse teams and demonstrates emotional intelligence.

Responsibilities

• Coordinate reimbursements, event planning, and resident retreat logistics.
• Track policy and curriculum reviews.
• Maintain residency program email account and manage supply ordering and meal allowances.
• Prepare agendas and minutes for key program meetings.
• Provide administrative support to residents, faculty, and program leadership.

Skills

Proactive problem solving

Task & time management

Collaborative communication

Interpersonal excellence

Education

Associate or Bachelor’s degree

Job description

Job Summary

The Pediatric Medicine Residency Program is seeking a highly organized and detail-oriented Administrative Program Assistant to join our Graduate Medical Education (GME) team. In this role, you will serve as a foundational pillar of our daily office operations, ensuring our medical training programs run seamlessly. This is an exceptional opportunity for a proactive professional who thrives in a structured environment and enjoys balancing independent task management with collaborative teamwork. Working fully on-site, you will directly impact the administrative success of our healthcare educators and trainees.

The Pediatric Medicine Residency Program Administrator Associate continually assesses and manages a wide range of administrative activities to support the operation of the Pediatric Residency Program, consisting of approximately 110 residents (House Officers) per year. As a member of the Program Administrative team, this role requires a clear understanding of overall program operations to provide effective cross-coverage, while maintaining a primary focus on daily operations of the program.

Key responsibilities include supporting the administrative and operational functions of the Residency Program to ensure efficient workflow, compliance with accreditation standards, and effective support of residents and faculty. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Under the supervision of the GME Program Administrator Team, this position collaborates with Program Directors and faculty to manageday‑to‑day program operations. Responsibilities include coordinating reimbursements, event planning, and resident retreat logistics; tracking policy and curriculum reviews; maintaining the residency program email account; and managing supply ordering and meal allowances.

The Program Administrator supports recruitment, onboarding, and offboarding processes, assists with licensing, examinations, and recertification requirements, and prepares agendas and minutes for key program meetings. This role also serves as a primary point of contact for residents, addressing routine questions and providing administrative support.

Additional responsibilities include participating in Graduate Medical Education meetings and professional development activities to ensure alignment with institutional policies and best practices.

Responsibilities

Leadership

• Evaluate and standardize workflow processes and effectively troubleshoot and resolve issues that arise; often this must be done quickly given the nature of the work.
• Communicate with other departments regarding activities of the training programs.
• Assist with the UMHS Internal Review and ACGME Site Visit documentation.
• Oversee maintenance of policies and curriculums
• Oversee event planning

Recruitment

• Assist with preparing materials for distribution prior to interviews
• Assist with preparing for recruitment and rank meetings
• Availability to greet applicants on interview days and help troubleshoot any technical difficulties

Credentialing and Orientation

• Assist with onboarding activities as needed

Administrative

• Assist with proctoring in-training exams.
• Respond to daily emails from House Officers, Program Directors and GME Office.
• Attend and participate in program meetings and activities.
• Maintain agendas and minutes for key program meetings.
• Licensing, examination, recertification support
• Supply ordering
• Reimbursements

Required Qualifications

• Educational Background: Holds an Associate or Bachelor?s degree.
• Proactive Problem Solving: Acts as an independent contributor who takes initiative, maintains a positive outlook, and handles tasks efficiently with minimal daily supervision.
• Task & Time Management: Demonstrates strong organizational skills to balance multiple competing tasks, prioritize daily workflows, and meet steady deadlines.
• Collaborative Communication: Pairs active listening with clear verbal and written communication to work harmoniously alongside team members and take professional direction easily.
• Interpersonal Excellence: Engages professionally with diverse internal teams and external visitors, displaying high emotional intelligence and an approachable demeanor.

Desired Qualifications

• Experience navigating the administrative pace of a fast-moving, active office environment.
• Prior familiarity operating within the internal systems, software, and tools unique to Michigan Medicine.
• Background or foundational knowledge in Graduate Medical Education (GME) administration, residency, or fellowship programs is highly preferred.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Additional Information

• Location: This position is 100% on‑site (no hybrid or remote flexibility).
• Hours: Monday through Friday, 7:30 AM to 4:00 PM.
• Special Events: Requires a flexible schedule for occasional evening commitments (historically 2 to 3 times per calendar year) to support department events.

Background Screening

Michigan Medicine conducts background screening and pre‑employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre‑employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U‑M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.