Medical Education Program Specialist

Advocate Health Care; Oak Lawn (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

Advocate Health Care is seeking an experienced Medical Education Program Specialist to oversee the administrative operations of accredited GME training programs in partnership with Program Directors. The role ensures compliance with ACGME and institutional requirements while supporting residents and fellows' educational and operational needs.

The Specialist serves as a key liaison among faculty, trainees, hospital leadership, and regulatory agencies to ensure program administration,

Qualifications

• Associates Degree and 3+ years of related experience required.
• Medical Education experience preferred.
• Strong knowledge of graduate medical education processes and accreditation standards.
• Excellent organizational, project management, and multitasking skills.
• Advanced proficiency with Microsoft Office tools (Excel, Word, PowerPoint).
• Experience with educational management systems (MedHub, ERAS, NRMP, FREIDA, ADS) preferred.
• Exceptional written and verbal communication skills; ability to maintain confidentiality.

Responsibilities

• Partner with Program Director(s) to set annual program goals and accreditation strategies.
• Coordinate residency/fellowship activities including rotations, conferences, and evaluations.
• Establish and implement program policies, timelines, and priorities.
• Compile, analyze, and present data and reports to support decision-making.
• Provide administrative support to program committees and leadership.
• Monitor duty hour compliance and trainee documentation.
• Coordinate accreditation activities (APE, CLER, site visits, progress reports).
• Manage trainee and faculty records and graduation activities.
• Support remediation and performance improvement processes.
• Communicate policy updates to trainees and faculty.

Skills

GME processes

Organizational skills

Analytical abilities

MS Office (Excel/Word/PowerPoint)

Education management systems

Written and verbal communication

Confidentiality

Independent work / collaboration

Education

Associates Degree

3+ years related experience

Medical Education experience preferred

Tools

MedHub

ERAS

NRMP

FREIDA

ADS

Job description

The Medical Education Program Specialist is responsible for directing and overseeing the administrative operations of accredited graduate medical education (GME) training programs in partnership with the Program Director(s). This role ensures compliance with ACGME and institutional requirements while supporting the educational, professional, and operational needs of residents and fellows. The Coordinator serves as a key liaison among faculty, trainees, hospital leadership, and regulatory agencies to ensure successful program administration, accreditation, recruitment, financial management, and learner support.

Major Responsibilities

• Partner with the Program Director(s) to develop annual program goals, work plans, and accreditation cycle strategies.
• Coordinate and oversee all residency/fellowship activities, including rotations, conferences, didactic sessions, orientation, evaluations, competency assessments, and special program events.
• Establish and implement program policies, procedures, priorities, and timelines.
• Compile, analyze, and present program data, metrics, and reports to support informed decision-making.
• Provide administrative support to program committees and educational leadership.
• Identify opportunities for process improvement and long-range program planning.
• Maintain comprehensive knowledge of ACGME Institutional, Common, and specialty-specific program requirements.
• Coordinate accreditation activities, including Annual Program Evaluation (APE), Clinical Learning Environment Review (CLER) initiatives, site visits, progress reports, and internal reviews.
• Monitor compliance with duty hour regulations, procedural requirements, evaluation completion, and trainee documentation.
• Prepare and submit required reports and data to ACGME, GMEC, DNV, Medical Education leadership, and other regulatory agencies.
• Communicate policy updates, accreditation changes, and board certification requirements to trainees and faculty.
• Support remediation and performance improvement processes through documentation and coordination with Program Directors.
• Maintain trainee and faculty records, evaluations, and program documentation.
• Coordinate graduation activities, recognition events, and alumni relations initiatives.
• Serve as a resource for trainees regarding policies, procedures, and program expectations.
• Monitor trainee engagement and morale, escalating concerns and supporting resolutions when appropriate.
• Promote a positive learning environment that supports trainee success and well-being.
• Participate in professional development activities to remain current with evolving GME requirements and best practices.

Education/Experience Required

Associates Degree and/or 3+ years of related experience. Medical Education experience preferred.

Knowledge, Skills & Abilities Required

• Strong knowledge of graduate medical education processes and accreditation standards preferred.
• Excellent organizational, project management, and multitasking skills.
• Strong analytical abilities with experience collecting, interpreting, and reporting data.
• Advanced proficiency with Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Experience with MedHub, ERAS, NRMP, FREIDA, ADS, or similar educational management systems preferred.
• Exceptional written and verbal communication skills.
• Ability to maintain confidentiality and exercise professionalism with sensitive information.
• Demonstrated ability to work independently while collaborating effectively across diverse teams and stakeholders.

Physical Requirements And Working Conditions

• Must be able to work independently.
• Demonstrates tact and good judgment.
• Mature, motivated, decisive and flexible.
• Demonstrates exceptional ability to establish and maintain effective professional relationships.
• Able to function in a high volume, multi-task environment.
• Able to work in a stressful environment.
• Proficiency in customer relations and dealing with internal and external customers.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.