GME Program Administrator Intermediate

University Of Michigan; Ann Arbor (MI); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Excellent medical, dental and vision

2:1 retirement match

Job summary

University of Michigan is seeking a Pediatric Anesthesiology Fellowship Program Administrator to support daily program operations. You will balance independent tasks with collaboration with the Program Director and faculty to ensure a smooth training environment.

The role emphasizes managing scheduling, credentialing, onboarding/offboarding, and maintaining accreditation compliance within a fast-paced setting.

Qualifications

• Bachelor's degree or equivalent experience.
• 3-5 years of professional/administrative experience.
• At least 1 year supporting faculty or leadership teams.
• Prior GME experience or working with residents/fellows.
• Independent work with strong organizational skills.
• Proficient in MS Word/Outlook/Excel/PowerPoint/EndNote.
• Excellent written and verbal communication; attention to detail.

Responsibilities

• Lead administrative and operational tasks for the Fellowship Program.
• Manage fellow scheduling and accreditation support (QGenda, ABA/ACGME).
• Coordinate recruitment, onboarding, and offboarding processes.
• Maintain policies and tracking systems (GME Track, AAMC, San Francisco Match).
• Oversee MedHub for 8 Fellows (schedules, LOA, licensure, evaluations).
• Coordinate Annual Program Evaluation and events; prepare agendas/minutes.
• Supervise Administrative Assistant team and support staff.

Skills

Administrative experience

GME experience

Independent work

Organizational skills

MS Office

EndNote

Communication skills

Attention to detail

Multi-tasking

Team collaboration

Education

Bachelor's degree

Tools

Microsoft Word

Outlook

Excel

EndNote

PowerPoint

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 Pediatric Anesthesiology Fellowship Program is seeking a highly organized and detail-oriented Graduate Medical Education (GME) Program Administrator. In this role, you will serve as a foundational pillar of our daily program operations, ensuring our medical training program runs 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 with the Program Director and other faculty.

The Pediatric Anesthesiology Fellowship Program Administrator continually assesses and manages a wide range of administrative activities to support the operation of the Fellowship Program, consisting of eight fellows per year.

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

Program Administrator manages recruitment, onboarding, and offboarding processes, 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 fellows, addressing routine questions and providing administrative support.

This position will also provide supervision to the Peds Anesthesiology Administrative Assistant team.

Responsibilities*

Administration/Leadership: (55%)

• Primary Contact for Fellowship Queries (Phone, Email, Mail)
• Respond to daily emails from Fellows, Program Directors and GME Office.

Collaborates with Program Director about accreditation requirements

• Responsible for Credentialing and Orientation Preparation
• Create onboarding schedule and events.
• Maintain ABA RTID, ACGME Web Ads, GME Track AAMC and San Francisco Match Program Information
• Manage GME Medhub for 8 Fellows (Schedules, Vacations, LOA?s, Work Hours, Personal Information, Licensure, Reports, Evaluations, Conference Attendance, etc.)
• Clinical Competency Committee / Program Evaluation Committee Coordinator
• Critically analyzes work hours, including determining reason for work hour violations and/or trends; follows up with Program Director
• Process and Track Travel and Ed Allow reimbursements
• Responsible for yearly Annual Program Evaluation (APE)
• Coordinates and oversees annual program events including; Fellowship Graduation and Dinner.
• Assist with the UMHS Internal Review and ACGME Site Visit documentation
• Proctor in‑training exams
• Ensures curriculum requirements are met by training level and accreditation
• Attend and participate in program meetings and activities.
• Participation in GME meetings and professional development activities to ensure alignment with institutional policies and best practices.
• Maintain agendas and minutes for key program meetings.
• Reimbursements
• Other Duties as they arise

GME HR Function (10%)

Ensures training program compliance with HOA Contract

Create and implement processes and procedures.

Coordinates and completes credentialing documents

• Oversee maintenance of policies and curriculums

Revises and maintains training program manuals

Recruitment (15%)

Manages applications for recruitment

Coordinates Rank Meeting materials

Organizes and arranges faculty members and current residents/fellows for interviewing candidates

Arranges itineraries and schedules for candidates

Develops and distributes post ? recruitment or Match surveys

Creates content for recruitment materials

Manage and operate the Zoom interviews of faculty and applicants on interview days, creating the schedule and creating seamless event.

Supervision of Peds Administrative Assistant Support Team (20%)

• Responsible for the hiring, training, onboarding/offboarding and discipline for three administrative support staff that support Anesthesiology Pediatric faculty.
• Approve/coordinate time off, approve timesheets, delegate job responsibilities, annual evaluations, and coordinate cross-training of support staff positions.
• Oversee the daily operations and administrative duties and processes for the Anesthesiology Peds office.

Required Qualifications*

• Bachelor's degree or equivalent experience
• 3-5 years of professional/administrative experience
• At least 1 year of experience providing detailed administrative support for faculty or administrative management/leadership teams
• Prior GME experience or experience working with residents or fellows.
• Demonstrated ability to operate with considerable independence and work under general supervision
• Demonstrated strong organizational skills, attention to detail and accuracy skill set
• Proficient in Microsoft Word, Outlook/ email/calendaring, Excel, EndNote and PowerPoint
• Outstanding written, verbal communication and organizational skills
• Attention to detail and accuracy is essential
• Ability to handle multiple tasks in a fast-paced office environment with competing deadlines.
• Excellent team skills are essential

Desired Qualifications*

• Prior management/supervisory experience
• Knowledge of the University of Michigan policies and procedures.
• Experience in Chrome River & MPathways preferred

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 .

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.