GME Program Administrator - HYBRID

Vanderbilt University Medical Center • Nashville, TN

3d • Hybrid

About The Position

The GME Program Administrator leads the day-to-day operational and administrative management of accredited fellowship training programs. The role applies knowledge of national accreditation requirements and hospital policies to support compliance, evaluate program needs, plan and support projects, streamline workflows, and maintain accurate program databases. The administrator serves as a key contact for faculty and trainees and helps manage internal and external relationships to support a high-quality training experience.

The position supports multiple fellowship programs, including accreditation reporting and deadlines, recruitment, trainee onboarding and departures, visa acquisition, schedules, communications, travel coordination, expense reporting, and preparation for site visits. It works closely with program directors, faculty, fellows, the institutional GME office, affiliated teaching sites, and departmental HR. The role is based in the Nashville area and can often be performed remotely, with in-person attendance at Vanderbilt Medical Center North as needed for meetings and events. Work is generally Monday through Friday during daytime business hours, with occasional extended hours for recruiting events.

Requirements

• Bachelor’s degree or equivalent experience.
• At least 2 years of relevant work experience.
• Ability to work independently in a fast-paced environment, using initiative and sound judgment.
• Flexibility in work hours and location.
• Nashville-area candidate able to report to Vanderbilt Medical Center North for meetings and events as needed.

Nice To Haves

• Graduate Medical Education (GME) experience is a plus.

Responsibilities

• Manage administrative activities for fellowship programs in accordance with accreditation program requirements and other regulatory agency requirements.
• Support multiple fellowship programs, including ACGME reporting and meeting deadlines.
• Ensure fellows meet administrative and regulatory responsibilities.
• Serve as the primary liaison among the Program Director, fellows, program faculty, the institutional GME office, and affiliated teaching sites concerning program matters.
• Prepare for site visits and assist with required documentation.
• Assist with New Innovations, fellow communications, and quarterly duty-hours compliance and reporting.
• Work with the Fellowship Director to create and update recruitment materials 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 timely reappointments in accordance with GME office timelines.
• Coordinate onboarding of new fellows and assist with departing fellows.
• Assist incoming fellows with obtaining J-1 and H-1B visas.
• Help coordinate annual onboarding activities for house staff trainees, including visiting trainees.
• Coordinate travel and prepare expense reports.
• Complete ad hoc projects as assigned.
• Evaluate program needs, support long-range planning and projects, streamline administrative workflows, and maintain accurate program databases.

Benefits

• Comprehensive benefits package that may include health, disability, retirement, and/or wellness offerings.
• Professional growth and development opportunities.

What This Job Offers

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