GME Operations Specialist - Fellowships
About The Position
The GME Operations Specialist serves as a Graduate Medical Education (GME) Operations Administrator responsible for onboarding, appointment administration, and employment lifecycle activities for assigned residency and fellowship programs. The position supports human resource processes, enterprise systems, institutional compliance, and trainee orientation, while maintaining accurate records and regulatory documentation. The role collaborates with program leadership, Human Resources, faculty, department administrators, Identity Management, Information Technology, the International Services Office, internal departments, and external agencies to provide efficient, compliant, customer-focused operational services throughout the trainee lifecycle. The specialist oversees trainee appointments, reappointments, transfers, promotions, leaves, and separations; manages onboarding and orientation, including employment documentation, identity management, Workday-related activities, logistics, educational materials, and communications; and maintains accurate trainee information and records in GME enterprise systems. In collaboration with HR, Benefits, and Leave Administration, the role supports institutional and regulatory tracking and reporting, develops and refines standard operating procedures, and administers J-1 Exchange Visitor sponsorship for residents and fellows, including sponsorship actions and regulatory reporting. The specialist advises departments, program leadership, trainees, and external agencies on immigration requirements, monitors regulatory deadlines, supports continuous improvement and departmental projects, and performs other duties as assigned.
Requirements
- Bachelor's degree and 3 years of administrative experience, or an equivalent combination of education and experience.
- Proficiency in HR management systems.
- Strong leadership skills and experience managing projects.
Nice To Haves
- Experience coordinating complex administrative and operational processes requiring independent judgment, accuracy, and team-oriented customer service.
- Advanced Excel skills.
- Strong organizational and communication skills.
- Experience with enterprise databases and Microsoft 365.
- Ability to manage priorities and maintain confidentiality.
- Experience with Workday, MedHub, or similar enterprise systems.
Responsibilities
- Oversee and manage trainee appointment, reappointment, transfer, promotion, leave, and separation processes.
- Review appointment documentation, obtain required approvals, collaborate with Human Resources and institutional departments or divisions, and ensure timely processing of trainee employment transactions in compliance with policies and regulations.
- Manage trainee onboarding and orientation, including employment documentation, identity management, Workday-related activities, onboarding logistics, educational materials, and communications with incoming trainees.
- Maintain accurate trainee information and institutional records in GME enterprise systems, including demographic information, appointment status, training history, and onboarding requirements.
- Monitor data integrity, resolve discrepancies, and support institutional reporting.
- Collaborate with HR, Benefits, and Leave Administration to manage activities related to institutional and regulatory tracking and reporting, including accommodations, leaves of absence, research-related special grant contracts, and ACGME leave coding.
- Develop and refine standard operating procedures to streamline workflows, processes, and efficiencies.
- Coordinate J-1 Exchange Visitor sponsorship activities for residents and fellows, including initial sponsorships, extensions, transfers, amendments, and regulatory reporting.
- Interpret and apply Department of State, Intealth, ECFMG, and University policies to support institutional compliance.
- Advise departments, program leadership, residents, fellows, and external agencies regarding immigration requirements; maintain documentation and monitor regulatory deadlines.
- Provide operational support to trainees, program administrators, faculty, and institutional partners.
- Participate in continuous process improvement initiatives, support departmental projects and standard operating procedures, and serve on teams or committees as needed.
- Align departmental projects with overall human resources policies.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
