GME Program Administrator

University of Miami; Miami (FL); On-site; USD 70,000 - 90,000; Full time

Job summary

The University of Miami is seeking a GME Program Administrator to oversee daily operations of residency/fellowship programs in Miami. The role supports program directors and residents, ensuring tasks meet ACGME standards and reporting requirements.

You will coordinate recruitment, maintain data systems, and liaise with faculty and external stakeholders to ensure high-quality service delivery. A strong background in medical education administration is required.

Qualifications

• Associate’s degree in a relevant field required.
• Minimum 4 years of relevant experience.
• Knowledge of business and management principles.
• Ability to direct, manage, implement, and evaluate department operations.
• Ability to establish department goals and objectives that support the strategic plan.
• Ability to plan, delegate and supervise the work of others.
• Ability to lead, motivate, develop and train others.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage daily administrative operations for one or more medical residency or fellowship programs.
• Assist PD/Associate PD in maintaining educational quality and compliance with ACGME standards.
• Coordinate recruitment activities and NRMP Match processes.
• Serve as liaison for faculty, lecturers, and stakeholders.
• Assist in preparing affiliation letters and keep licensure/immigration knowledge up to date.
• Maintain resident management system data, schedules, duty hours, and ERAS entries.
• Prepare reports for ACGME, GMEC, and other stakeholders.

Skills

Business & mgmt principles

Direct/Manage operations

Strategic goals

Planning & delegation

Leadership & training

Confidential information handling

Education

Associate’s degree in a relevant field

Job description

GME Program Administrator

The University of Miami/UHealth Department of Surgery has an exciting opportunity for a Full Time, GME Program Administrator to work in Miami.

Core Job Summary

The GME Program Administrator oversees and coordinates the daily operations of assigned medical residency or fellowship program(s). The GME Program Administrator supports the program director(s) and residents/fellows by ensuring all administrative tasks are performed to standard to maintain compliance with Accreditation Council for Medical Education (ACGME) requirements. The incumbent establishes relationships with stakeholders to ensure a high level of service delivery.

Core Responsibilities

• Manage daily administrative operations for one or more medical residency or fellowship programs.

• Assists the Program Director(s) (PD) and/or Associate Program Director(s) in developing and maintaining the educational quality of the training programs and ensuring compliance with ACGME accreditation standards and other regulatory requirements.

• Coordinates recruitment efforts and ensures compliance with requirements of the National Resident Matching Program (NRMP) Match process, to include scheduling of interviews, updating marketing material, and tracking candidates.

• Acts as a liaison for faculty, lecturers, and internal and external stakeholders.

• Assists in the preparation of letters of agreement with affiliated programs.

• Maintains knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements.

• Maintains learning materials including books, journals, computers, CD-ROMs, and other audio-visual materials.

• Ensures the resident management system for the programs is maintained, including updating resident demographic data and resident/fellow schedules, importing program and rotation goals and objectives, tracking conference attendance and vacation/leave schedules, and ensuring timely completion of duty hours reports.

• Ensures program information is updated in the Electronic Residency Application Service (ERAS).

• Ensures reports are submitted as required by the ACGME, the Graduate Medical Education Committee (GMEC), and other internal/external stakeholders.

• Collaborates in the development and implementation of operational policies, procedures, and standards.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

• Serves as a liaison between the Program Director(s), administrative leadership, UM/JMH Graduate Medical Education (GME) administration, (CME) continuing Medical Education office, Jackson Health System House Staff administration, faculty, resident and hospital staff to ensure seamless program operations.

• Provide administrative support for the ACGMEs Accreditation Data System in obtaining scholarly activities from trainees and faculty.

• Assist and participate in Recruitment related functions, such as, interviews, orientation, and social activities.

• Serve as Proctor for Examinations in accordance with the ABS guidelines.

• Responsible for participating and assisting in the planning of all annual events, educational related projects and activities.

• Assists, maintains and updates New Innovations online software Residency Management Suite. Responsible for maintaining and updating all residents/fellows/faculty files, demographics, evaluations, and all necessary documentation in accordance with ACGME requirements. To include Monitoring Duty Hours to ensure compliance and providing reports, when necessary,

• Responsible for reporting resident hospital assignments and submitting payroll information to the Jackson Housestaff office (bi-weekly electronic timekeeping system KRONOS).

• Coordinate Semi-Annual Reviews with the Program Director. Responsible for generating reports for six-month evaluation of resident/fellow to the program director and Clinical Competency Committee as required by the ACGME

• Coordinate and assist in weekly Grand Rounds.

• Helps in maintaining the ERAS database (Electronic Residency Application System) and oversees its processes during the recruitment season.

• Assists with trainee and rotating housestaff on all onboarding/offboarding credentialing and orientation.

• Assists, Manages and coordinates ACGME conducted accreditation site visits and internal reviews.

• Prepares Business expense reimbursement forms, non-employee reimbursement forms, IDRs, Work Orders, Check Requisitions and Purchase Requisitions.

• Performs follow-up to ensure quality of work product and/or actions are completed.

• Must be able to maintain a high level of confidentiality. Must have the ability to work in a high paced executive office and have excellent organizational and time-management skills. Must also be detail-oriented and possess multi-task skills.

• Responds in a timely manner to electronic communication and written correspondence from applicants, students, staff, faculty and other University and outside personnel inquiries.

• Required to communicate effectively both orally and in writing and to compile reports as necessary.

• Required to learn and become competent in the utilization of new software.

• Performs other duties as assigned.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications

• Associate’s degree in a relevant field

• Minimum 4 years of relevant experience.

• Knowledge of business and management principles.

• Ability to direct, manage, implement, and evaluate department operations.

• Ability to establish department goals, and objectives that support the strategic plan.

• Ability to effectively plan, delegate and/or supervise the work of others.

• Ability to lead, motivate, develop, and train others.

• Ability to process and handle confidential information with discretion.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida’s only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We’re the challenge you’ve been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status

Full time

Employee Type

Staff