Program Coordinator, Graduate Medical Education

George Washington University; Washington (District of Columbia); Hybrid; USD 30,000 - 39,000; Full time

Benefits offered by this job

Healthcare benefits

Hybrid work arrangements

Job summary

George Washington University is seeking a Records Management and Compliance Specialist for the GME Office to manage resident physician files and credentialing processes in line with ACGME and ECFMG requirements.

You will handle documentation, monitor submission statuses, and support licensure and visa-related tasks while maintaining confidentiality and meeting deadlines in a hybrid work setting.

Qualifications

• Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.
• Excellent writing, communication and organizational skills
• Initiative in creating processes for more efficient workflow
• Proficiency in Microsoft Office Suite
• Ability to work independently with minimal supervision
• Ability to maintain confidential standards

Responsibilities

• Manages employment and educational records of 450 resident physicians currently employed at The George Washington University School of Medicine and Health Sciences in 41 ACGME‑accredited residency and fellowship training programs.
• Initial review of applications to determine missing documents and ensure timely receipt of required documentation for employment contracts.
• Monitors MedHub for return of materials and follows up.
• Enters information for new Resident Physicians into Access database and contacts schools for primary source verification.
• Prepares and analyzes reports from the database.
• Coordinates with Program Directors and Residency Coordinators for licensure applications and processing of forms.

Skills

Writing

Communication

Organizational skills

Initiative

Independent work

Confidentiality

Education

High school diploma/GED or equivalent

Bachelor's degree or higher

Tools

Microsoft Office Suite

Job description

I. JOB OVERVIEW

Founded in 1824, the GW School of Medicine and Health Sciences (SMHS) is the 11th oldest medical school in the country and the first in the nation's capital. Since its establishment, the school has been at the forefront of medical education, and has grown to include highly-ranked programs in the health and biomedical sciences. With dozens of top-tier residency programs, SMHS is a competitive and esteemed destination for medical school graduates across the country. Find out more here: http://smhs.gwu.edu/ To manage the administrative functions of the GME Office by establishing protocols to ensure Resident Physician files are complete and contain all the required credentials and documentation in accordance with University and School of Medicine and Health Sciences policies and Educational Commission for Foreign Medical Graduates (ECFMG) regulations and Accreditation Council for Graduate Medical Education (ACGME) requirements.

Record Management and Compliance - current Resident Physicians

• Manages employment and educational records of 450 resident physicians currently employed at The George Washington University School of Medicine and Health Sciences in 41 ACGME‑accredited residency and fellowship training programs.
• Initial review of applications (approximately 140/year) to determine missing documents; ensures timely receipt of all required documentation needed to issue Resident Physician employment contracts.
• Monitors MedHub for return of completed and signed materials from new and continuing residents and performs follow‑up to ensure return of documents.
• Enters all information for new Resident Physicians into Access database for credentialing purposes. Contacts medical schools, hospitals, and training programs to obtain primary source verification of medical school graduation and prior training, per ACGME requirements for all new residents; contacts ECFMG for verification of certification for international medical graduates.
• Prepares annual, quarterly, and monthly reports using database information as requested.
• Contacts Program Directors and Residency Coordinators to determine which Resident Physicians are rotating to facilities in DC, Maryland and Virginia; provides instruction to Resident Physicians for the completion of medical licensure applications for the appropriate jurisdiction; ensures forms are properly completed; prepares payment requests and submits applications to the appropriate medical board for processing.
• Completes information on Resident Physician deferment and forbearance applications and submits to loan agencies for approval.
• Creates annual DEA list and assigns and disseminates individual numbers to Resident Physicians; reports numbers to Hospital Pharmacy and Medical Staff.
• Instructs visiting Resident Physicians and advises their home institutions on GME's institutional requirements for completing rotations at GWU in compliance with ACGME requirements and Medicare reimbursement guidelines; registers visiting Resident Physicians and provides access to parking and ID badges; coordinates with Hospital IT services to provide access to clinical systems.
• Verifies graduating Resident Physicians with Program Director and/or Residency Coordinator; prepares Resident Physician diplomas; oversees the graduating Resident Physicians' check‑out procedures and out‑processes each graduate; communicates initial post‑graduate information to office of development and alumni relations.
• Maintains and ensures confidentiality of personal protected information.

Record Retention and Management - alumni Resident Physicians

• Manages files of alumni Resident Physicians who graduated from training programs following standard protocol for confidential information.
• Researches records of alumni Resident Physicians to complete training and employment verification requests; prepares standard letter or creates verification letter to certify the Resident Physician's competency for medical practice or licensing purposes. Must be able to prioritize requests and respond in a timely manner.
• Completes verification forms for Federal Government security clearances Office of Graduate Medical Education.
• Maintains confidentiality of personal protected information; prepares and distributes personal protected information in a timely manner within specific deadlines.

Customer Service

• Serves as the GME Office receptionist
• Interacts with Resident Physicians, Program Directors, Residency Coordinators, Deans, and senior staff on a daily basis.
• Assists Resident Physicians in person and via telephone and email with completing GME paperwork to include computer assistance with on‑line forms.
• Coordinates logistics for meetings and presentations, to include ordering food from catering contractors; orders office supplies, places service calls for equipment.
• Coordinates and facilitates ordering of white coats for new and returning residents.

Administrative Support

• Provides administrative support for the Associate Dean for Graduate Medical Education, the Director of GME, and the Assistant Director of GME; maintains calendar and schedules appointments and meetings for GME Associate Dean.
• Monitors the general GME Office email account; determines response or appropriate responder.
• Participates in and documents attendance for monthly residency coordinator meetings.
• Notifies Department Chairs, Program Directors, Resident Physicians, and Coordinators of resident non‑compliance issues, including health clearances and document deficiencies.
• Assists in the planning and implementation office events, including the annual 5‑day orientation for new resident physicians, monthly core curriculum sessions, and the annual resident appreciation day.

Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications

Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Preferred Qualifications

• Excellent writing, communication and organizational skills
• Initiative in creating processes for more efficient workflow
• Proficiency in Microsoft Office Suite
• Ability to work independently with minimal supervision
• Ability to maintain confidential standards

Hiring Range

$21.80 - $28.32

GW Staff Approach to Pay

How is pay for new employees determined at GW?

Healthcare Benefits

GW offers a comprehensive benefit package that includes medical, dental, vision, life & disability insurance, time off & leave, retirement savings, tuition, well‑being and various voluntary benefits. For program details and eligibility, please visit https://hr.gwu.edu/benefits-programs.

II. JOB DETAILS

• Campus Location: Foggy Bottom, Washington, D.C.
• College/School/Department: School of Medicine and Health Sciences (SMHS)
• Family: Academic Affairs
• Sub‑Family: Program Administration
• Stream: Service and Support
• Level: Level 3
• Full‑Time/Part‑Time: Full‑Time
• Hours Per Week: 40
• Work Schedule: Monday through Friday, 8:30 am - 5:00 pm
• Will this job require the employee to work on site?: Yes
• Employee Onsite Status: Hybrid
• Telework: Yes
• Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search
• Special Instructions to Applicants: Employer will not sponsor for employment Visa status
• Internal Applicants Only?: No
• Posting Number: S014444
• Job Close Date: 09/05/2026
• Background Screening: Successful Completion of a Background Screening will be required as a condition of hire.
• EEO Statement: The university is an Equal Employment Opportunity employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.