GME Program Admin, Intermediate

The-University-of-Michiga; Ann Arbor (MI); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

2:1 retirement match

Job summary

University of Michigan is seeking a GME Program Administrator, Intermediate to support Addiction Psychiatry, Consultation-Liaison Psychiatry, and Perinatal Fellowship Training Programs. The role requires initiative, judgment, and timely resolution of issues within GME compliance with ACGME/ABPN and institutional standards.

You will manage curriculum, HR functions, and documentation, coordinating with program directors, faculty, and fellows.

Qualifications

• Bachelor's degree or equivalent experience is required.
• Demonstrated strong verbal, written, and interpersonal communication skills.
• Proven ability to work independently with general supervision.
• Excellent organizational skills with attention to detail.
• Ability to collaborate effectively in a team-oriented environment.

Responsibilities

• Coordinate and support the PEC and CCC, including meeting prep, documentation, follow-up, and reporting.
• Maintain program accreditation and trainee documentation, prepare for site visits and reviews.
• Support mapping of core competencies and milestones to meet training level and accreditation standards.
• Analyze fellowship requirements and ensure compliance with ACGME/ABPN standards.
• Develop rotation schedules across clinical sites and monitor fellow work hours.
• Manage accreditation activities, reports, surveys, and data updates.
• Coordinate recruitment, budgeting, didactics, and program communications with fellows and leadership.
• Maintain trainee records in MedHub and other systems.
• Ensure compliance with accreditation requirements and institutional policies.

Skills

Verbal communication

Written communication

Interpersonal skills

Organizational skills

Team collaboration

Education

Bachelor's degree or equivalent experience

Tools

MedHub

Job description

We are performing updates and maintenance to our applicant experience. As a result, the site will be unavailable Saturday, October 31st at 9pm EST through Sunday, November 1st at 8:00am EST. During this outage period, applications for job postings can not be submitted.

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

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 30,000employees 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.

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 maybegin as early as the eighth day after posting.Thisopening 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.