Associate Graduate Medical Education (GME) Program Specialist - Long Island

NYU Langone Health • Mineola, NY

5d • Onsite

About The Position

NYU Langone Health is seeking an Associate Graduate Medical Education (GME) Program Specialist for its Long Island location. This role involves performing a wide range of administrative and operational duties to support the GME Office, under the supervision of the Manager of GME. The specialist will provide support to GME Program Coordinators and assist with the coordination of onboarding, credentialing, house staff records, special events, and annual administrative activities for all GME programs.

Requirements

• Bachelors Degree in related field
• Excellent communication skills (both oral & written), interpersonal and organization skills.
• Proficiency with computers including Microsoft (Word, Excel, and PowerPoint).
• Qualified candidates must be able to effectively communicate with all levels of the organization.

Nice To Haves

• 3 - 5 years Academic Medicine.
• Proficiency in database and records management; experience with New Innovations preferred.
• Proficiency in Canva or similar design platforms preferred.
• Ability to prepare professional correspondence, reports, flyers, and communications materials.
• Ability to work collaboratively with faculty, trainees, and administrative staff across multiple departments.

Responsibilities

• Assists with the onboarding and credentialing process for advancing house staff, including monitoring completion of Advancement and changing program checklists and required Learning training modules.
• Maintains and updates house staff records and program data in New Innovations.
• Performs miscellaneous house staff record maintenance and database updates, as needed.
• Supports semiannual program updates and maintenance related to various certifications, and other program requirements.
• Processes GME Checklists for Chief Resident Requests and confirms beeper number entries in New Innovations.
• Verifies graduate information and coordinates diploma orders for graduating house staff.
• Assists with orientation activities for incoming house staff.
• Coordinates onboarding processes for in-rotators.
• Reviews New Innovations account entries for accuracy and completeness and requests appropriate systems access, including KIDS, Epic, security ID badges and NYU email accounts, as applicable.
• Reviews and approves applications for departments.
• Monitors completion of onboarding checklists, including required documentation and training modules.
• Coordinates security clearance and follows up on compliance requirements such as flu vaccination and opioid certificate submissions.
• Processes and tracks Moonlighting and EWEP applications as well as submits Assistant in Service applications to medical staff.
• Coordinates the Core Competency Lecture Series, including scheduling topics and presenters for 12 lectures per academic year.
• Enters lectures into New Innovations and sets up associated surveys.
• Tracks attendance, saves survey responses, sends out recordings, and maintains lecture-related records.
• Prepares and distributes promotional materials, including flyers with QR codes, email notifications, and Outlook calendar invitations.
• Coordinates food orders for scheduled educational sessions.
• Coordinates First Night on Call (FNOC) for incoming house staff, including recruiting faculty volunteers and preparing schedules.
• Produces the House Staff Newsletter approximately five times per year using Canva.
• Collaborates with HS Representative to collect and organize newsletter content submissions.
• Develops and prepares program brochures, flyers, and other communication materials.
• Serves as the administrative point person for annual Research Day planning and preparation.
• Manages event communications, including email notifications, acceptance notices, and deadline reminders.
• Coordinates logistics with the poster vendor, poster board assembler, and professional photographer, including parking arrangements.
• Tracks and records abstract submissions through Qualtrics and resubmissions.
• Collects and organizes faculty submissions (if applicable).
• Recruits and coordinates abstract reviewers and judging committee members.
• Distributes blinded abstracts and provides review timelines and instructions.
• Coordinates poster board setup, event materials, presentation slides, and related logistics.
• Assists with developments and preparation of the digital program.
• Creates promotional flyers and informational display materials.
• Updates the Research Day announcement on the GLISOM website annually.
• Performs other administrative and operational duties as assigned in support of the GME Office.

Benefits

• Financial security benefits
• Generous time-off program
• Employee resources groups for peer support
• Holistic employee wellness program focusing on physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level