GME Program Administrator, Endocrinology/Diabetes

BMC Software•Boston, MA

1d•$53,000 - $77,000•Onsite

About The Position

The GME Program Administrator supports the Endocrinology/Diabetes graduate medical education program, ensuring that resident and fellow education is organized, coordinated, monitored, effective, and compliant with Boston Medical Center requirements and those of relevant accrediting and governing organizations, including the ACGME and RRC. The administrator responds to training-program inquiries and coordinates with trainees, medical schools, licensing bodies, affiliated institutions, and other organizations to obtain paperwork needed to onboard and maintain trainees. The role operates independently with minimal direction and serves as a liaison among trainees, the Program Director, the GME office, the hospital, and accrediting bodies. The administrator may independently support small to mid-size programs or work as part of a team supporting a larger program. This is an on-site position scheduled for 40 hours per week. The administrator manages recruitment and orientation logistics; trainee hiring, licensing, onboarding, advancement, and related records; program schedules, payroll, attendance, duty hours, evaluations, and documentation; and coordination with other training sites. The role also supports accreditation and review activities, program evaluation, meetings and conferences, and trainee and Program Director scholarly work. The administrator maintains knowledge of applicable program requirements and works with program leadership and the GME office to address compliance and administrative needs.

Requirements

Bachelor’s degree or an equivalent combination of formal education and experience.
Two to seven years of relevant experience.
Excellent organizational, multitasking, and communication skills.
Ability to work independently and in a collaborative, team-oriented environment.
Strong critical-thinking skills and ability to identify issues and offer solutions.
Ability to work independently and adjust to shifting priorities, demands, and timelines through prioritization and problem-solving.
Ability to work effectively with faculty, administration, and staff, including courteously but firmly seeking information or cooperation.
Excellent attention to detail and ability to maintain accurate, complete departmental records and confidential personnel and training records.
Advanced competency working with numbers, including payroll, budgetary accounting, and data analysis.
Knowledge of and ability to use computer applications including Outlook, Word, Excel, and PowerPoint.

Nice To Haves

Prior experience with graduate medical education programs.
Previous experience with New Innovations.
TAGME certification, another advanced degree, or another certification.

Responsibilities

Maintain current knowledge of ACGME common and specialty-specific requirements and administrative practices for training programs; seek guidance from the Program Director, GME office, and other Program Administrators as needed.
Participate in monthly Program Administrator meetings and other GME office trainings and events.
Maintain and update the training program website in partnership with Department and Communications stakeholders.
Prepare, coordinate, and organize materials and logistics for recruitment days and new-trainee orientation, and partner with the GME office on hospital-wide orientation.
Manage administrative responsibilities for trainee hiring, licensing, onboarding, and advancement; communicate requirements and processes, track completion, and follow up on incomplete or non-compliant items.
Serve as a liaison for residents regarding benefits and Human Resources issues.
Work with Program Directors to support compliance with ACGME and other governing or credentialing body requirements and specialty board guidelines.
Assist with site-visit, self-study, and other internal and external review preparations.
Maintain effective working relationships among the GME office, program leadership, and trainees.
Use the New Innovations Residency Management Suite to assist with scheduling, procedure logging, evaluations, and related tasks.
Monitor and maintain accurate conference attendance, duty hours, and other program records; compile documentation and statistical data.
Prepare trainee data for evaluation sessions, including Clinical Competency Committee meetings and semi-annual evaluations, and ensure evaluations are current in residency management software.
Compile data for Annual Program Evaluations and assist the Program Director with APE and Program Evaluation Committee tasks.
Develop, communicate, and revise annual trainee rotation schedules, including outside rotations, electives, and rotators from other institutions.
Coordinate affiliation agreements and serve as liaison between BMC and other training sites, involving the GME office when appropriate.
Develop resident block, assignment, and on-call schedules; track vacation and sick hours; calculate work hours for ACGME/RRC compliance; and alert the Program Director to potential conflicts.
Complete weekly payroll using Kronos, accurately reflecting vacation, sick days, and other time off.
Assist residents, fellows, and the Program Director with abstracts, manuscripts, posters, and presentations as needed.
Set up conferences and meetings; arrange and confirm speakers; process outside-speaker stipends; assist with travel; book rooms; arrange audiovisual equipment and food service when needed.
Prepare and distribute meeting information packages as necessary; take and prepare meeting minutes as required.
Ensure minutes and other written documents are accurate and professional.

Benefits

Competitive pay.
Tuition reimbursement and tuition remission programs.
Highly subsidized medical, dental, and vision insurance options.
Ongoing training and development opportunities for career advancement and professional development.
Pharmacy benefits.
Discretionary annual bonuses and merit increases.
Flexible Spending Accounts.
403(b) savings matches.
Paid time off.
Resources to support employee and family well-being.