GME Program Admin I

Baystate Health•Springfield, MA

7h•Onsite

About The Position

Under the direction of the GME Program Administrator and Program Director, the GME coordinator supports the graduate medical education program by assisting in the day-to-day operations. This includes ensuring compliance with ACGME requirements and hospital regulations, managing record completion, and overseeing performance evaluations. The role serves as a liaison between residents/fellows, the Program Director, GME Program Administrator, faculty, and other hospital departments. The coordinator acts as a resource for residents/fellows, providing guidance and assistance in adapting to the work environment, including cultural issues, language barriers, and the demands of GME training. This position facilitates communication and builds trust among key stakeholders. The role requires knowledge of organizational development for educational program administration, critical thinking, strong written and oral communication skills, and exceptional interpersonal skills with a positive professional demeanor.

Requirements

3 - 5 years graduate medical education experience or demonstrated competency generally obtained by working in an academic hospital setting
Because this is an annual program the incumbent is only exposed to processes on annual basis
Excellent communication and interpersonal skills
Superior skills in organization and coordination
Advanced skills using Microsoft office
Strong written/verbal skills
Ability to work as part of a team
GED or HiSET (Required)

Nice To Haves

None Listed

Responsibilities

Recruitment: Download and screen applications via ERAS, coordinate interview days, partner with the program director to establish recruitment policies and selection criteria, screen candidates using program selection criteria, and submit rank lists to NRMP.
Schedules/Duty Hours/Curriculum/Conferences: Obtain/create annual schedules and enter them into New Innovations, make corrections, and check for accuracy. Run monthly duty hour reports in New Innovations and report discrepancies to the program director. Complete New Innovations training. Oversee required conference curriculum, prepare the conference calendar in New Innovations, and inform key stakeholders. Record conference attendance in New Innovations.
Evaluation/Portfolio: Oversee the monthly evaluation process and create/run compliance reports for the Program Director. Update new evaluations. Participate in bi-annual, end-of-year program evaluation processes.
Trainee's Scholarly Activity/Faculty Research: Capture all scholarly activity and maintain updated records.
ACGME Accreditation & Annual Reporting: Collaborate with the GME Program Administrator and Program Director to perform annual updates to AMA Freida, ACGME, and WebADS. Assist graduating trainees with specialty board applications/processes. Gather and provide updated PIF information for submission to RRC. Collaborate with program administration to organize RRC site visits and internal reviews; notify key stakeholders. Stay current with ACGME program-specific and common program requirements.
Medical Students/Other Learners: Collaborate with the Clerkship Director and/or appropriate Program Directors in schedule preparation. Prepare, distribute, and collect evaluations for all learners, including rotators from other programs and/or institutions.
Human Resources: Maintain complete and accurate documentation for residents and fellows in Kronos for vacation, personal time, sick time, and leave of absence. Notify the program director of excessive absence or non-compliance with time off regulations.
Professional Development/Training: Attend regularly scheduled meetings of the program and Academic Affairs/GME. Seek and complete additional education and training for professional development. Attend ACGME meetings within the first two years of hire. Actively seek help from the GME Program Administrator and colleague coordinators.
Information Technology: Utilize advanced knowledge of Microsoft Office.
Budgets: Prepare and submit appropriate check requests to the GME Program Administrator for trainee professional development and/or reimbursement of outside rotations.