Graduate Medical Education, Program Assistant

Defense Acquisition•Huntsville, AL

35d•$17

About The Position

The GME Program Assistant provides essential administrative and operational support to Graduate Medical Education (GME) residency and/or fellowship programs within the Boonshoft School of Medicine. This position ensures the accuracy and timeliness of evaluations, data tracking, and documentation related to accreditation requirements. The assistant serves as a vital liaison between faculty, residents, and administrative staff, supporting the program's compliance, communication and educational goals.

Requirements

Associate's degree and 3 years' of experience OR High school diploma/GED and 5 of years' experience.
Experience should be in administrative or healthcare setting, must include at least 1 year with a health care organization.
Proficiency in Microsoft Office Suite and database systems; experience with New Innovations or residency management platforms is a plus.
Strong organizational skills, attention to detail, and the ability to prioritize tasks independently.
Excellent written and verbal communication skills; ability to work with confidential information and diverse stakeholders.

Nice To Haves

Associate's Degree

Responsibilities

Create, maintain, and track evaluation sessions in New Innovations or other residency management systems; schedules and performs rotation changes for residents/faculty and adjusting evaluation sessions to match changes.
Input evaluations and other data as needed; ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) and program requirements.
Monitor completion of ACGME Milestones, resident procedures, and evaluations, following up with faculty or staff to ensure timely entry and approval.
Maintain and update curriculum files, including goals and objectives, and monitor compliance.
Coordinate with program coordinators, faculty, and residents to ensure accurate and timely communication of program activities.
Provide support for internal and external contacts, often handling confidential or sensitive information with discretion.
Serve as a point of contact for basic technical issues related to Residency Management Suite (RMS), evaluation systems, and scheduling platforms.
Monitors all resident procedures that are logged into RMS for approval. Tracks/monitors that the Attending Physician(s) have approved procedures.
Maintain and coordinate calendars, meetings, and events for the program including orientations, graduations, and training sessions.
Draft and distribute correspondence, meeting agendas, reports, and spreadsheets.
Answer incoming calls, route inquiries, and provide general administrative support to faculty, residents, and staff.
Assist in preparation and logistics of departmental events and internal communications.
Track and document vacation requests and other time-off records for residents.
Scan and upload documentation to appropriate system files; maintain accurate digital and physical records in compliance with GME policies.
Ensure documentation is updated and accessible for reviews, audits, or accreditation site visits.
Completes other duties and special projects as assigned