GME Program Administrator - On Site

Vanderbilt University Medical Center • Nashville, TN

3d • Onsite

About The Position

Discover Vanderbilt University Medical Center : Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: OTO AE - Admin Job Summary: Are you an organized, detail-oriented professional with a passion for shaping the future of medical education? As the GME Program Administrator, you will play a critical role in the success of our Graduate Medical Education program. You will be responsible for coordinating and managing essential program activities, including recruiting, onboarding, compliance monitoring, and maintaining program documentation. Your efforts will ensure the program meets all regulatory standards while supporting the growth and development of our residents. In this pivotal, dynamic role, you will serve as the central point of contact, acting as a liaison between residents, departments, attending faculty, administration, and external institutions. Your ability to oversee day-to-day program operations will be key to maintaining seamless coordination and fostering strong collaboration across stakeholders. Why Join Us? At Vanderbilt University Medical Center, you’ll be part of a world-class institution committed to advancing education, research, and clinical excellence. As a GME Program Administrator, you’ll have the unique opportunity to contribute to the development of future medical leaders while working in a collaborative and supportive environment. Additionally, this role also offers exciting opportunities for professional growth, including invitations to travel to domestic locations for conferences and professional development seminars, allowing you to expand your expertise and network within the field. . DEPARTMENT SUMMARY: At the Vanderbilt Department of Otolaryngology–Head and Neck Surgery, we are committed to providing and innovating treatments for the most complex diseases of the head and neck! Our providers are nationally recognized leaders in their field, and our teaching methodology seeks to avoid traditional lectures, putting emphasis, instead, on the flipped classroom. We are proud of our large cohort of residents (26) and our six fellowship training programs (9 fellows). Our decade-old Residency Leadership Training program has been noted in several high-impact journals. Our culture for training is one of "family," with easy accessibility to our stellar faculty and excellent camaraderie among us all. For more information, please visit https://www.vumc.org/ent/welcome .

Requirements

• Bachelor’s degree or equivalent experience.
• Minimum of 2 years, preferably in an academic or healthcare-related environment.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to adapt to peak periods where extended work hours may be required, particularly during recruitment cycles.
• Willingness to travel to other Vanderbilt University Medical Center satellite locations within the Nashville area.
• Program Management (Intermediate) - Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives.
• Peer Leadership (Intermediate) - The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.
• Financial Processes (Intermediate) - Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Quality Management (Intermediate) - Developing a systematic process of checking to see whether a process or service is meeting specific requirements.
• Networking (Intermediate) - Build relationships through industry contacts, professional organizations and individuals.
• Process Improvement (Intermediate) - Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
• GME Program Administration (Intermediate) Develops and maintains unique knowledge regarding the Accreditation Council for Graduate Medical Education (ACGME) or similar program requirements, policies and procedures that are critical to support the GME program.

Responsibilities

• Coordinate recruitment efforts for incoming residents, ensuring a smooth onboarding experience.
• Maintain program compliance with all regulatory standards and accreditation requirements.
• Manage essential program documentation to ensure ongoing viability and audit readiness.
• Act as a liaison between residents, faculty, administration, and external institutions.
• Oversee daily program operations, providing proactive support to ensure efficiency and excellence.
• 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.

Benefits

• At Vanderbilt University Medical Center, you’ll be part of a world-class institution committed to advancing education, research, and clinical excellence.
• As a GME Program Administrator, you’ll have the unique opportunity to contribute to the development of future medical leaders while working in a collaborative and supportive environment.
• Additionally, this role also offers exciting opportunities for professional growth, including invitations to travel to domestic locations for conferences and professional development seminars, allowing you to expand your expertise and network within the field.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees