GME Program Coordinator

University of Arkansas for Medical Sciences•Little Rock, AR

About The Position

The Graduate Medical Education (GME) Program Coordinator will manage the day-to-day operations of the Department of Dermatology’s residency program and medical student clerkships. The program coordinator contributes to the success of the program through support of the program director and clerkship director in accreditation efforts, educational programming and support of residents and medical students. The program coordinator is a member of the program’s leadership team and as such has a unique knowledge of the Accreditation Council for Graduate Medical Education (ACGME) and program-specific requirements, policies and procedures. The program coordinator serves as a liaison between program and trainees, faculty, staff, hospital administration as well as internal and external departments.

Requirements

Bachelor’s degree in business, education, general liberal arts, or a related field PLUS three (3) years of relevant project management or office coordination experience; OR
High school diploma or equivalent PLUS seven (7) years of relevant project management or office coordination experience.

Responsibilities

Program Accreditation & Compliance
Partner with the Program Director to ensure compliance with ACGME and GME requirements
Manage ACGME ADS/WebADS activities, including resident rosters, annual updates, surveys, milestones, and case logs
Support program improvement plans, annual program evaluations, self-studies, and site visits
Prepare documentation and support Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) meetings
Maintain and update program policies and support educational activities and curriculum delivery
Resident/Fellow Administrative Support
Provide day-to-day administrative support to residents and fellows
Track compliance with institutional and program policies
Manage billing reports, trainee exams, budgets, purchasing, travel, and reimbursements
Coordinate resident events, conferences, didactics, and graduation activities
Manage visa-related processes as applicable
Recruitment, Selection & Onboarding
Coordinate resident recruitment and selection processes
Manage residency systems (ERAS, NRMP, FRIEDA, and related platforms)
Oversee onboarding, advancement, orientation, and offboarding of residents
Maintain program website and develop recruitment and promotional materials
Residency Management Systems
Manage residency management software (e.g., New Innovations) for files, schedules, evaluations, and advancement
Track and report duty hours, evaluations, milestones, and compliance data
Maintain Program Letters of Agreement and upload annual program handbooks
Records Management & Reporting
Maintain resident records, files, and documentation (including visa/ECFMG records when applicable)
Verify training completion, board eligibility, and graduate verification requests
Track resident compliance with annual requirements (health, training, and institutional policies)
Maintain resident schedules, leave records, and final evaluations
Medical Student Clerkship Support
Coordinate and support medical student clerkship activities in compliance with LCME requirements
Provide administrative support to the Clerkship Director
Manage clerkship scheduling, evaluations, grading, and student onboarding
Maintain and update clerkship data and course information in o2 and VSLO
Serve as primary liaison for medical students rotating through the program
Professional Development
Participate in Program Coordinator Organization meetings to meet GME scorecard requirements
Perform other related duties as assigned