Medical Education Program Coordinator

Position Summary: The Graduate Medical Education (GME) Office Program Coordinator provides comprehensive administrative, operational, and regulatory support for all ACGME-accredited and non-ACGME training programs, including residencies, fellowships, and programs in development. The Coordinator serves as a key liaison between program leadership, trainees, faculty, hospital administration, and external regulatory bodies, while providing direct support to the Assistant Dean for GME/Designated Institutional Official (DIO) in institutional oversight, accreditation readiness, and strategic initiatives. The Coordinator is responsible for supporting institutional accreditation efforts, program administration, and financial/budgetary processes for the GME Office and assigned training programs. This role requires in-depth knowledge of accreditation standards (ACGME and non-ACGME), hospital policies, and institutional GME policies.

Duties & Responsibilities:

• Provides high-level administrative and operational support to the Assistant Dean for GME/DIO to maintain institutional compliance with ACGME Institutional Requirements. Provides calendar management, meeting coordination, project tracking, and strategic initiative support to the Assistant Dean of GME and DIO.
• Coordinates fellowship and other training programs without dedicated program coordinators to ensure compliance with applicable accreditation standards and requirements.
• Serves as liaison between the GME Office and ACGME, specialty boards, and other regulatory organizations. Assists in the development and implementation of institutional GME policies and procedures. Prepares reports, dashboards, and data summaries for institutional leadership, accreditation reviews and internal audits.
• Coordinates all aspects of trainee lifecycle management including recruitment, the NRMP Match process, and onboarding and appointment process, licensing and credentialing, and orientation for residents and fellows in their respective programs.
• Manages trainee records within New Innovations (or related system), including evaluations, procedures, case logs, training milestones, duty hours, moonlighting and clinical activity to ensure compliance with ACGME and institutional standards.
• Assists program directors in program development, accreditation application and maintenance, program files, internal reviews and other methods of self-study to meet regulatory standards of the ACGME and other external auditing agencies.
• Coordinates and supports various committees including the Graduate Medical Education Committee (GMEC), Clinical Competency Committees (CCC), and Program Evaluation Committees (PEC) including agenda developments, minutes, documentation, and follow-up on action items.
• Supports the faculty appointment process and onboarding for faculty and fellows involved in GME programs. Coordinates the faculty evaluation process and assists in faculty development tracking and documentation of teaching and supervision requirements.
• Assists the DIO with budget preparation and monitoring of program expenditures, and various fund expenditures. Assists in the coordination of affiliation agreements and contracts, rotation schedules and affiliated training site documentation.
• In collaboration with the Department of Communications and Marketing, develops and maintains program materials for fellowship and GME activities including website content, recruitment and other marketing content ensuring information is current and disseminated to various stakeholders.
• Maintains and updates various databases related to GME and programs to document trainee and program related outcomes. Ensures data integrity and consistency across various systems including New Innovations, ACGME ADS, and internal tracking tools.
• Serves as the primary point of contact and liaison for residents and fellows and establishes effective working relationships with program directors, hospital departments, and external partners. Performs other duties as assigned by DIO or fellowship program directors.