GME Program Administrator - HYBRID

Vanderbilt Health; Nashville (TN); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Vanderbilt Health is seeking a PIM?GME Program Administrator to lead the day-to-day operations of an accredited fellowship training program. You will apply a strong working knowledge of accreditation requirements and hospital policies to keep the program compliant while coordinating recruitment, data management, and stakeholder communications.

You will collaborate with faculty, fellows, and the GME office in a fast-paced academic environment, ensuring smooth operations, program development, and

Qualifications

• Bachelor's degree (or equivalent experience).
• 2 years of relevant experience; GME experience is a plus.

Responsibilities

• Manage the administrative activities of the fellowship programs as outlined by accreditation requirements and regulatory bodies.
• Serve as primary liaison between the Program Director, fellows, faculty, GME office, and affiliated sites regarding program matters.
• Prepare for site visits and assist with required documentation.
• Assist with New Innovations: Fellows' communication and quarterly Duty Hours compliance and reporting.
• Coordinate recruitment materials and interviewing of fellowship candidates; maintain current program website information.

Skills

Program Management

Peer Leadership

Financial Processes

Education

Bachelor's degree

Job description

Discover Vanderbilt Health : With eight hospitals and over 180 clinics, we are the region's largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you'll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

PMI Clinical Education

Job Summary:

In your pivotal role as GME Program Administrator, you will lead the day-to-day operational and administrative management of an accredited fellowship training program. You'll use a strong working knowledge of national accreditation requirements and hospital policies to keep the program running smoothly and in full compliance, while bringing initiative, sound judgment, and the ability to work independently in a fast-paced environment.

In this role, you'll continually evaluate and guide a broad range of program needs-from long-range planning and trainee recruitment to developing and supporting projects, streamlining administrative workflows, and maintaining accurate program databases. You'll serve as a key point of contact for faculty and trainees, communicating clearly and professionally on a wide range of topics, and you'll help manage the program's internal and external relationships to support a high-quality training experience.

REQUIRED:

• Bachelor's (Or equiv. exp.)
• 2 years of relevant experience; experience is GME is a plus

You will generally work Monday-Friday daytime business hours, there may be times during will be periods where hours will be extended to accommodate recruiting events. Also, while much of your work can be completed remotely from your home office, we are seeking a Nashville-area candidate who can report to the office at Vanderbilt Medical Center North located at 1161 21st Ave S. in Nashville, TN as needed for meetings and events. Flexibility in work hours and location is key to being successful in this role.

DEPARTMENT SUMMARY :

Vanderbilt University Medical Center has a strong legacy as a national leader in medical education of health professionals, research in biomedical science, and patient care. Residency training began here with just 12 residents in 1925. Today, we train more than 1,200 house staff in over 180 residency and fellowship programs.

Residency experiences encompass working a major teaching facility with a varied patient population, state-of-the-art technology, cutting-edge research, and outstanding faculty.

The Office of Graduate Medical Education is committed to supporting the trainees, faculty, and staff in our many residency and fellowship programs for new physicians. For more information, please visit https://www.vumc.org/gme .

KEY RESPONSIBILITIES

Fellowship Program Support

• Manages the administrative activities of the fellowship programs as outlined in the accreditation program requirements and other regulatory agencies. Provide support for multiple fellowship programs, including ACGME reporting and ensuring deadlines are met.
• Ensure fellows meet administrative and regulatory responsibilities while serving as the primary liaison between the Program Director, fellows, program faculty, institutional Graduate Medical Education (GME) office, and affiliated teaching sites concerning program matters.
• Prepare for site visits and assist with required documentation.
• Assist with New Innovations: Fellows' communication and Quarterly Duty Hours compliance and reporting.
• Work with Fellowship Director to create and update recruitment materials and ensure that all departmental website information is current and accurate. Assist Program Manager with fellowship recruitment. Prepare itineraries and serve as primary liaison for all interviewing fellowship candidates.
• Coordinate with PD to Update/maintain Didactic session schedules and communications.
• Work directly with departmental HR to ensure proper reappointment process is completed in timely manner to meet GME office timelines. Coordinate onboarding new Fellows and assisting with exiting Fellows.
• Assist incoming fellows with the acquisition of J1 and H1B visas.
• Participate in coordinating annual activities related to on-boarding of housestaff trainees, including visiting trainees.
• Travel coordination and expense reporting.
• Ad hoc projects as assigned.

TECHNICAL CAPABILITIES

• Program Management (Intermediate) - Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.
• Peer Leadership (Intermediate) - The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.
• Financial Processes (Interme