GME Program Admin, Intermediate

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Excellent benefits

Hybrid work option

Job summary

Michigan Medicine seeks a Graduate Medical Education Program Administrator, Intermediate, to support Addiction Psychiatry, Consultation‑Liaison Psychiatry, and Perinatal Fellowship Training Programs. The role serves as the primary contact for day‑to‑day operations, ensuring ACGME/ABPN compliance and managing curricula and documentation.

The position requires initiative, independent judgment, and collaboration with program directors, faculty, and fellows.

Qualifications

• Bachelor's degree or equivalent experience.
• 2–4 years of professional administrative experience.
• GME or equivalent education program experience.
• Strong verbal, written, and interpersonal communication skills.
• Proven ability to work independently with general supervision.
• Excellent organizational skills and attention to detail.

Responsibilities

• Coordinate and support program evaluation and competency committees with meeting prep, documentation, and reporting.
• Maintain accreditation-related documentation and prepare for site visits and reviews.
• Support mapping of competencies and milestones to ensure curriculum requirements are met.
• Guide compliance with ACGME and ABPN standards in fellowship programs.
• Develop annual rotation schedules across clinical sites and monitor fellow work hours for compliance.
• Manage accreditation activities, notifications, surveys, and program evaluations.
• Coordinate recruitment, onboarding, budgeting, didactics, exams, Grand Rounds, and communications with fellows and leadership.
• Maintain trainee records in MedHub and credentialing systems.
• Assist with onboarding, offboarding, promotions, and HR processes for fellows.
• Support policy development and program improvements while ensuring regulatory compliance.
• Process expenditures, reimbursements, and program-related financial tasks.

Skills

Administrative coordination

Communication skills

Organizational skills

Independent work

Team collaboration

Education

Bachelor's degree

GME or relevant program experience

Tools

MedHub

Credentialing systems

Job description

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Job Summary

The University of Michigan Department of Psychiatry is seeking a Graduate Medical Education (GME) Program Administrator, Intermediate to support the Addiction Psychiatry, Consultation‑Liaison Psychiatry, and Perinatal Fellowship Training Programs, which include approximately two to four fellows each academic year. This position requires a high degree of initiative, sound independent judgment, and the ability to promptly resolve time-sensitive issues. The administrator will serve as the primary point of contact for each program's day‑to‑day administrative functions, ensure compliance with Accreditation Council for Graduate Medical Education (ACGME), American Board of Psychiatry and Neurology (ABPN), and institutional requirements, and act as a liaison among the Graduate Medical Education Office, program directors, faculty, and fellows. Additional responsibilities include maintaining fellowship training curriculum, human resources, and educational documentation; upholding accreditation, institutional, and educational standards; and providing support for special projects using comprehensive organizational and program-management expertise.

The Department of Psychiatry has a robust educational mission, offering a wide range of multidisciplinary training experiences. This includes six ACGME‑accredited training programs: the Adult Psychiatry Residency and fellowships in Addiction Psychiatry, Child and Adolescent Psychiatry, Consultation‑Liaison Psychiatry, Geriatric Psychiatry, and Forensic Psychiatry. The department also offers an APA‑accredited Postdoctoral fellowship, Predoctoral Internship, NIAA T‑32 Research Fellowship, Clinical Social Work programs, and a Medical Student program.

Responsibilities*

Under the general supervision of the Education Administrative Manager, the GME Program Administrator, Intermediate independently manages, organizes, and initiates a broad range of administrative and programmatic activities supporting the fellowship program's daily operations. This role applies comprehensive knowledge of Graduate Medical Education (GME) requirements, policies, and best practices to ensure effective program administration and regulatory compliance.

Key Responsibilities Include

• Coordinate and support the Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC), including meeting preparation, documentation, follow‑up, and required reporting.
• Maintain program accreditation and trainee documentation, and prepare for and participate in accreditation site visits, self‑studies, and special reviews.
• Support the mapping of core competencies and milestones through program evaluation models, ensuring curriculum requirements are met by training level and accreditation standards.
• Analyze fellowship program requirements and provide guidance on compliance with Accreditation Council for Graduate Medical Education (ACGME) and American Board of Psychiatry and Neurology (ABPN) standards.
• Develop annual rotation schedules across multiple clinical sites and monitor fellow work hours for accuracy and compliance.
• Track and manage accreditation‑related activities, including annual accreditation notifications, program letters of agreement, survey results, Accreditation Data System updates, and annual program evaluations.
• In collaboration with Program Directors, independently coordinate annual educational and academic activities, including recruitment, fiscal expenditures, accreditation reviews, compliance activities, didactics, core lectures, examinations, Grand Rounds, program meetings, and communications with fellows and program leadership.
• Maintain accurate and complete trainee records in MedHub and applicable ACGME and ABPN systems, including rotation, six‑month, and summative evaluations.
• Support compliance with ACGME Common Program Requirements, ABPN standards, institutional policies, and other applicable accreditation requirements.
• Manage the fellowship recruitment and selection process in collaboration with Program Directors, including Electronic Residency Application Service (ERAS), National Resident Match

Program (NRMP), fellowship candidate interviews, institutional recruitment guidelines, compiling statistics, and maintaining annual recruitment data.

• Guide incoming fellows through the medical licensure and Drug Enforcement Administration (DEA) registration processes.
• Support program human resources functions, including fellow onboarding, offboarding, promotions, and terminations, in accordance with institutional guidelines.
• Develop and maintain program orientation processes, materials, and policies.
• Oversee fellow credentialing in coordination with GME and University of Michigan credentialing requirements.
• Contribute to the development and implementation of program-level policies while ensuring compliance with institutional, programmatic, federal, and accreditation requirements.
• Process fellowship training verifications, meal allowances, and other program-related expenditures accurately and efficiently.
• Communicate effectively with fellows and Program Directors and collaborate with departmental partners and the Office of Graduate Medical Education.
• Support program research and quality improvement initiatives.Coordinate program improvement initiatives, strategies, and projects.
• Perform other duties as assigned.

Fiscal Responsibilities

• Ensure compliance with institutional and departmental fiscal policies by accurately processing and tracking expenditures, managing program Veterans Affairs Medical Center (VAMC) billing procedures, and maintaining accurate program expense records.
• Identify and assess opportunities to streamline workflows and improve cost‑effectiveness.
• Partner with the Education Administrative Manager to provide details required for the annual budget planning process.

Required Qualifications*

• Bachelor's degree or equivalent experience
• 2-4 years of professional, administrative experience
• GME or equivalent education program experience
• Demonstrated strong verbal, written, and interpersonal communication skills
• Proven ability to work independently with general supervision
• Demonstrated organizational skills, with strong attention to detail and accuracy
• Proven ability to collaborate effectively in a team‑oriented environment

Desired Qualifications*

• 5 or more years of professional administrative experience
• Experience working within an academic health system
• Strong knowledge of university policies and procedures
• Proficiency in MedHub system functions and workflows

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U‑M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world‑class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

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.

Work Schedule

This is a full time position and planned for day shift 8:00 AM - 4:30 PM but can be variable.

Work Locations

This position is eligible for Hybrid or mobile/remote work.

If choosing hybrid work environment, this position is located at one of Michigan Medicine's off campus locations in Ann Abor, MI.

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.

In addition to the screenings indicated above under Michigan law, a criminal history check including fingerprinting is required as a condition of transfer or employment for this position.

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.

E‑Verify

The University of Michigan participates with the federal EVerify system. Individuals hired into positions that are funded by a federal contract with the FAR EVerify clause must have their identity and work eligibility confirmed by the EVerify system. This position is identified as a position that may include the EVerify requirement.

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.