Graduate Medical Education (GME) Program Coordinator

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

Job summary

Rochester General Hospital is seeking a GME Program Coordinator to manage residency program data and ensure accreditation compliance. The role supports the GME team in coordinating schedules, evaluations, and administrative processes that keep training programs running smoothly.

Key duties include maintaining resident schedules in Medhub, deploying evaluations, tracking work hours, assisting with budgets, and overseeing ERAS and NRMP processes.

Qualifications

• AA degree in Business, Liberal Arts or Health-related field required.
• Proficiency in Microsoft Excel and Word.
• Excellent organizational and communication skills.
• Ability to work independently with initiative.
• Experience in database management preferred; web-based data systems comfortable.

Responsibilities

• Maintain communication with GME office, departments, and residents.
• Manage resident schedules and biographical data in Medhub.
• Deploy resident evaluations in Medhub and track completion.
• Monitor resident work hour reporting process.
• Assist in budget development and program activities.
• Upkeep of Kronos, Workday, and XM systems.
• Schedule resident evaluation meetings and document in files.
• Manage ERAS and NRMP; facilitate interviews.
• Facilitate resident onboarding with GME office.
• Maintain site rotation letters of agreement meeting ACGME and Medicare needs.
• Maintain alumni training verification data and outcomes follow-up.

Skills

Excel

Word

Organizational skills

Verbal communication

Written communication

Attention to detail

Independent initiative

Database management

Education

AA (Required)

Tools

Medhub

Kronos

Workday

XM systems

ERAS

NRMP

Job description

Job Title: GME Program CoordinatorDepartment: Professional and Education - SurgicalLocation: Rochester General HospitalHours Per Week: Full Time - 40 Hours/WeekSchedule: Day 8:00 am to 4:30 pmSUMMARY: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 residentsMaintain 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 requiredLicensure/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)LICENSES / CERTIFICATIONS: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.For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements.Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.PAY RANGE:$62,400.00 - $75,000.00CITY:RochesterPOSTAL CODE:14621The posted pay range is a good faith representation of potential base pay for this position. It may be modified in the future and eligible for additional pay components. Individual annual salaries/hourly rates could vary based on position details and FTE. Pay is determined by considering factors including, but not limited to, experience, relevant qualifications, specialty, internal equity, locations, and contracts.Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.