Graduate Medical Education (GME) Program Coordinator

Rochester Regional Health; City of Rochester (NY); On-site; USD 62,000 - 75,000; Full time

Job summary

Rochester Regional Health's Graduate Medical Education team at Rochester General Hospital is seeking a dedicated GME Program Coordinator to manage data for residency programs and ensure accreditation and Joint Commission compliance.

You will coordinate schedules, evaluations, and administrative processes, support CMS cost reports, and assist in budget development, while maintaining systems like Medhub, Kronos, Workday, and ERAS with the NRMP.

Qualifications

• Associates degree in Business, Liberal Arts or Health related field required.
• Proficiency in Microsoft Excel and Word.
• Excellent organizational skills, verbal and written communication skills, and attention to detail.
• Ability to work independently and take the initiative.
• Experience in database management preferred; proven ability to navigate web-based data management systems; high level of comfort with technology.
• AA (Required)

Responsibilities

• Maintain communication with GME office, other departments, residency programs, faculty and residents.
• Maintain resident schedules and biographical data in Medhub and CMS cost reports.
• Deploy resident and faculty evaluations in Medhub; ensure evaluations are completed.
• Monitor resident work hour reporting process.
• Assist in budget development and facilitation of program activities.
• Upkeep of Kronos, Workday, and XM systems.
• Schedule twice-yearly resident evaluation meetings and document in resident files.
• Ensure all mandatory reporting requirements are fulfilled with program leaders.
• Manage ERAS and NRMP processes and facilitate resident interviews.
• Support resident onboarding and maintain program letters of agreement.

Skills

Excellent organizational skills

Verbal and written communication

Attention to detail

Ability to work independently

Education

AA degree in health related field

Tools

Microsoft Excel

Microsoft Word

Job description

Job Title: GME Program Coordinator

Department: Professional and Education - Surgical

Location: Rochester General Hospital

Hours Per Week: Full Time - 40 Hours/Week

Schedule: Day 8:00 am to 4:30 pm

SUMMARY:

The Residency Program Coordinator will be responsible for managing data related to Rochester Regional Health's residency programs, and for ensuring compliance with all activities related to accreditation or Joint Commission requirements.

The Graduate Medical Education (GME) team supports physicians as they continue their training after medical school. Through residency and fellowship programs, trainees build clinical knowledge and skills while caring for patients under the guidance of experienced faculty. GME program staff help coordinate the schedules, learning activities, evaluations, and administrative processes that keep training programs running smoothly.

RESPONSIBILITIES:

• Maintain communication as needed with GME office, other departments, residency programs, faculty and residents
• Maintain resident schedules and biographical data in Medhub, and ensure accuracy for submission of CMS cost reports.
• Deploy resident and faculty evaluations in Medhub; ensure that all evaluation are completed.
• Monitor resident work hour reporting process.
• Assist in the development of the budget for and facilitation of program activities i.e. orientation, educational retreats, conferences, electives, in-service and board exams, and social activities and awards.
• Upkeep of Kronos, Workday, and XM systems.
• Schedule 2x yearly resident evaluation meetings with program administration; maintain appropriate documentation in resident files.
• In collaboration with the program and associate program directors, ensure that all mandatory reporting requirements are fulfilled.
• Manage the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP).
• Facilitate resident interview process.
• Work with the GME office to facilitate resident onboarding.
• Maintain current program letters of agreement with rotation sites with appropriate language to satisfy ACGME and Medicare requirements.
• Maintain file information for alumni training verification requests, and for outcomes follow up with graduated residents.

REQUIRED QUALIFICATIONS:

• Associates degree in Business, Liberal Arts or Health related field required
• Licensure/Certification Skills:
  • None.

PREFERRED QUALIFICATIONS:

• Proficiency in Microsoft Excel and Word.
• Excellent organizational skills, verbal and written communication skills, and attention to detail.
• Ability to work independently and take the initiative.
• Experience in database management preferred; proven ability to navigate web-based data management systems; high level of comfort with technology.

EDUCATION:

• AA (Required)

PHYSICAL REQUIREMENTS:

Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67-100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver's license.

PAY RANGE:

$62,400.00 - $75,000.00