Graduate Medical Education Program Administrator

Biological Sciences Division at the University of Chicago; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

The University of Chicago is seeking a Graduate Medical Education Program Administrator to oversee the Radiology Residency, Fellowship programs, and medical student clerkships. You will manage accreditation, recruitment, scheduling, and graduation, ensuring compliance with ACGME and related bodies.

Responsibilities include coordinating documentation, budgets, reimbursements, and reporting, while serving as a primary liaison among leadership, faculty, trainees, and accrediting agencies.

Qualifications

• Experience with ACGME/RESIDENCY program accreditation processes.
• Knowledge of recruitment cycles and Match process.
• Ability to manage multiple training programs simultaneously.
• Experience with budgeting and reimbursements.

Responsibilities

• Provides administrative leadership for Radiology Residency and Fellowship programs.
• Manages onboarding, evaluations, scheduling, orientation, and graduation.
• Coordinates accreditation documentation (ACGME, RRC, ADS, CCC, PEC).
• Monitors compliance with policies and regulatory requirements.
• Oversees licensing, credentialing, moonlighting, contracts, and renewals.
• Tracks expenditures, trainee reimbursements, and budget reporting.
• Serves as liaison between leadership, faculty, trainees, and accrediting bodies.
• Maintains program databases and prepares reports for accreditation and recruitment.

Skills

Strong communication

Organizational skills

Project management

Attention to detail

Education

Bachelor's degree

College/university degree in related field

Tools

ERAS

VSLO

MedHub

New Innovations

GEMS

ePayment

Box

Microsoft Teams

Asana

Canva

Job description

About The Department

The Department of Radiology includes more than 100 full-time faculty members, clinical associates, advanced practice providers, and postdoctoral researchers. A tradition of excellence in patient care, basic, clinical, and translational sciences, combined with the strengths of one of the world's top academic institutions, provides the foundation for a robust career in the University of Chicago Medical System.

Department

BSD RAD - Educational Programs

About The Department

We have two ACGME radiology residency programs, Diagnostic Radiology and Interventional Radiology – Integrated. Our fellowship programs include two ACGME programs; Abdominal Imaging and Neuroradiology. We also offer unaccredited fellowships in Breast Imaging, Musculoskeletal Imaging, and Cardiopulmonary Imaging. In addition, we offer medical student electives and clerkships throughout the academic year for both University of Chicago students and visiting medical students. Our department also sponsors observer ships to visiting residents from training programs in the United States and abroad.

Job Summary

The Graduate Medical Education Program Administrator is responsible for the administrative oversight of the Radiology Residency Program, Radiology Fellowship Programs and the Radiology clerkship and electives for medical students. This role provides professional support and solves straightforward problems regarding the operations of accredited and non-accredited residency and fellowship training programs. Responsible for accreditation, work schedules, evaluation, recruitment, Match process, orientation, and graduation. Ensures compliance with regulatory bodies.

Responsibilities

• Provides administrative leadership and operational oversight for the Radiology Residency Program, Radiology Fellowship Programs, and medical student clerkships and electives.
• Manages the full lifecycle of accredited and non-accredited training programs, including recruitment, onboarding, evaluations, scheduling, orientation, and graduation.
• Coordinates all aspects of the accreditation process, including preparing and maintaining documentation for ACGME, RRC, ADS, CCC, PEC, and institutional requirements.
• Monitors compliance with program and institutional policies, accreditation standards, and regulatory requirements for residents, fellows, and trainees.
• Oversees licensing, credentialing, moonlighting, contracts, and related documentation to ensure compliance and timely renewals.
• Tracks program expenditures, manages trainee reimbursements, and supports budget planning and financial reporting for GME programs.
• Serves as the primary liaison between program leadership, faculty, trainees, institutional offices, and external accrediting bodies.
• Maintains and updates program databases and records; prepares reports and data summaries to support accreditation, recruitment, and program evaluation activities.
• Supports the annual recruitment and Match process, including coordination of applicant communications, interviews, and selection logistics.
• Develops and implements program policies and procedures to ensure operational consistency and compliance with institutional and accreditation standards.
• Provides guidance and support to residents, fellows, and faculty on program policies, evaluations, and professional development.
• Coordinates special events, meetings, and program-related activities such as orientations, retreats, and graduation ceremonies.
• Identifies opportunities for process improvement to enhance program efficiency and trainee experience.
• Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).
• Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.
• Has a moderate/high level of authority in reporting and ensuring compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.
• Performs other related work as needed.

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Education:

• Bachelor's degree in a related field.

Experience:

• Minimum three years of administrative or operational experience in graduate medical education, including at least one full accreditation and recruitment cycle.
• Supporting multiple training programs simultaneously.

Technical Skills Or Knowledge:

• Proficient with GME platforms such as ERAS, VSLO (formerly VSAS), MedHub, or New Innovations.
• Comfortable using GME management systems, data tracking, and reporting tools.
• Proficient with University of Chicago BuySite, GEMS, and ePayment.
• Proficient with collaboration and project management tools such as Box, Microsoft Teams, Asana, and Canva.

Preferred Competencies

• Strong understanding of GME structures, accreditation standards, and regulatory requirements.
• Interpret and apply policies, ensure regulatory compliance, and handle confidential information responsibly.
• Strong ability to manage complex information, prioritize tasks, and coordinate multiple programs simultaneously.
• Competence in tracking budgets, expenditures, and reimbursements.
• Clear and professional verbal and written communication skills for interacting with trainees, faculty, and leadership.
• Anticipate challenges, evaluate options, and make sound decisions independently.
• Works effectively with diverse teams, builds relationships, and foster a professional learning environment.

Working Conditions

• Full-time office environment with regular business hours; occasional evening or weekend work during program events or accreditation cycles.
• Primarily an administrative role with frequent interactions with trainees, faculty, and institutional leadership.
• Work involves handling confidential and sensitive information related to trainees and programs.
• Occasional travel may be required for events, conferences, or meetings.
• Moderate physical activity, including moving program materials or equipment, and prolonged periods of computer work.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Job Family

Healthcare & Medical Services

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$60,000.00 - $90,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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