GME Program Administrator - Division of Geriatric Medicine - HYBRID

Vanderbilt University Medical Center•Nashville, TN

15h•Hybrid

About The Position

The GME Program Administrator will provide high-level administrative and operational support to four small fellowship programs within the Division of Geriatric Medicine at Vanderbilt Health. This role is crucial for managing recruitment, onboarding, ongoing trainee support, and ensuring program compliance with institutional and accrediting requirements. The administrator will act as a central point of contact for fellows, program leadership, faculty, departments, and external partners, while maintaining essential documentation for program success. The position is primarily remote with occasional on-site requirements in Nashville.

Requirements

Bachelor's degree
2 years of relevant work experience
Program Management (Intermediate)
Peer Leadership (Intermediate)
Financial Processes (Intermediate)
Quality Management (Intermediate)
Networking (Intermediate)
Process Improvement (Intermediate)
GME Program Administration (Intermediate)
Develops Self and Others
Builds and Maintains Relationships
Communicates Effectively
Serves Others with Compassion
Solves Complex Problems
Offers Meaningful Advice and Support
Performs Excellent Work
Ensures Continuous Improvement
Fulfills Safety and Regulatory Requirements
Demonstrates Accountability
Stewards Organizational Resources
Makes Data Driven Decisions
Generates New Ideas
Applies Technology
Adapts to Change

Responsibilities

Support all phases of fellowship recruitment, including scheduling, communication, interview-day coordination, and documentation.
Coordinate onboarding processes for incoming fellows to ensure timely completion of required materials and clearances.
Provide day-to-day administrative support for program directors and leadership, anticipating needs and ensuring smooth operations.
Serve as a liaison among fellows, faculty, departments, institutional offices, and external institutions.
Maintain program files and essential documentation required for program viability and regulatory readiness.
Collect, organize, and submit required data and reports to accrediting bodies and regulatory agencies (as applicable).
Support program development and process improvement initiatives through tracking, documentation, data collection, and evaluation.
Maintain and update program-specific databases and tracking tools.
Reconcile monthly program ledgers and assist with basic budget tracking and program-related financial processes as needed.
Assist in planning and executing annual fellowship events and key academic activities.
Create and distribute evaluations; manage duty hour logs and generate reports.
Assists in all aspects of recruitment process.
Provides direct administrative coordination and assists with routine responsibilities for Program Leadership.
Assists with process improvement and academic oversight, including program development, tracking, implementation, and evaluation of the program via data collection and document prep.
Reconciles monthly program ledgers and assists with budgetary management of the program as needed.
Assists with maintaining and updating program-specific databases.
Assists with collection and submission to accrediting bodies and other regulatory agencies.
Assists with the planning, coordination, and execution of annual events for GME residency or fellowship program.
Maintains Residency Management Software Program, creates evaluations, and manages working hour logs and reports.