GME Program Administrator - HYBRID

Vanderbilt University Medical Center•Nashville, TN

1d•Hybrid

About The Position

The GME Program Administrator leads the day-to-day operational and administrative management of accredited fellowship programs. The role applies knowledge of national accreditation requirements and hospital policies to maintain compliance and keep program operations running smoothly. Responsibilities span long-range planning, trainee recruitment, project support, administrative workflow improvement, and accurate program database maintenance. The administrator serves as a key contact for faculty and trainees and supports the program’s internal and external relationships. The position supports multiple fellowship programs, including ACGME reporting, documentation for site visits, fellow communications and duty-hours reporting, recruitment, scheduling, onboarding and offboarding, visa acquisition, and coordination with departmental HR and institutional GME teams. The administrator also coordinates travel and expenses and takes on ad hoc projects. The typical schedule is Monday through Friday during daytime business hours, with extended hours at times for recruiting events. Much of the work may be completed remotely from a home office, but the role requires a Nashville-area candidate who can attend meetings and events at Vanderbilt Medical Center North as needed. Flexibility in work hours and location is important.

Requirements

Bachelor’s degree or equivalent experience.
Two years of relevant work experience.
Ability to work independently, exercise sound judgment, and take initiative in a fast-paced environment.
Flexibility in work hours and location.
Ability to report to Vanderbilt Medical Center North in Nashville as needed for meetings and events.

Nice To Haves

Graduate Medical Education (GME) experience.

Responsibilities

Manage fellowship program administrative activities in accordance with accreditation requirements and regulations.
Support multiple fellowship programs, including ACGME reporting and meeting deadlines.
Serve as the primary liaison among the Program Director, fellows, faculty, the institutional GME office, and affiliated teaching sites.
Ensure fellows meet administrative and regulatory responsibilities.
Prepare for site visits and assist with required documentation.
Support fellows’ communications and quarterly duty-hours compliance and reporting using New Innovations.
Create and update recruitment materials with the Fellowship Director and keep departmental website information current and accurate.
Assist the Program Manager with fellowship recruitment.
Prepare itineraries and serve as the primary liaison for fellowship interview candidates.
Coordinate with the Program Director to update and maintain didactic session schedules and communications.
Work with departmental HR to complete fellow reappointments on time and meet GME office deadlines.
Coordinate onboarding of new fellows and assist with exiting fellows.
Assist incoming fellows with obtaining J-1 and H-1B visas.
Participate in annual onboarding activities for house staff trainees, including visiting trainees.
Coordinate travel and expense reporting.
Complete ad hoc projects as assigned.