GME Coordinator 1

CORE JOB FUNCTIONS                                                                                                          

• Manages daily administrative operations for one or more medical residency or fellowship programs.

• Assists the Program Director(s) (PD) and/or Associate Program Director(s) in developing and maintaining the educational quality of the training programs and ensuring compliance with ACGME accreditation standards and other regulatory requirements.

• Coordinates recruitment efforts and ensures compliance with requirements of the National Resident Matching Program (NRMP) Match process, to include scheduling of interviews, updating marketing material, and tracking candidates.

• Assists in onboarding new residents/fellows by scheduling orientation and other required training, confirming lecturers, and marking attendance.

• Coordinates lectures, updates departmental calendar(s), and prepares announcements through newsletters, email, or other mediums.

• Acts as a liaison for faculty, residents, fellows, medical students, lecturers, and internal and external stakeholders.

• Assists in the preparation of letters of agreement with affiliated programs.

• Attends and takes minutes at applicable meetings and posts lectures and handouts for future reference.

• Handles ongoing communication to and from visitors and others efficiently.

• Maintains knowledge of current medical licensure requirements, immigration policies, ACGME accreditation, and institutional requirements.

• Maintains learning materials including books, journals, computers, CD-ROM's, and other audio-visual materials.

• Administers the resident management system for the programs, including maintaining resident demographic data and resident/fellow schedules, importing program and rotation goals and objectives, tracking conference attendance and vacation/leave schedules, and ensuring timely completion of duty hours reports.

• Updates and manages program information in the Electronic Residency Application Service (ERAS).

• Ensures reports are submitted as required by the ACGME, the Graduate Medical Education Committee (GMEC), and other internal/external stakeholders.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

• Provide administrative support to the Directors of Frost Academy, including scheduling, correspondence, document preparation, and coordination of ongoing initiatives.

• Coordinate and organize educational activities, including securing space, scheduling speakers, managing logistics, and ensuring timely execution of programs and events.

• Maintain and manage the Frost Academy calendar, timelines, and internal tracking systems to ensure deadlines and deliverables are met.

• Support grant and funding application processes by organizing documentation, maintaining application timelines, coordinating required materials, and assisting with preparation and submission under the direction of the Directors. Coordinate maintain, and update the Frost Academy website in collaboration with institutional partners.

• Organize, catalogue, and maintain educational content, program materials, presentations, and digital assets for internal and external use.

• Cultivate and maintain relationships with sponsors, partners, speakers, and external stakeholders, serving as a primary administrative point of contact.

• Support marketing and outreach efforts, including preparation of announcements, newsletters, promotional materials, and social media coordination.

• Assist with budget tracking, expense reconciliation, invoicing, and financial documentation related to Academy activities in coordination with finance manager.

• Ensure compliance with institutional policies, sponsor requirements, and applicable educational or regulatory standards.

• Track participation metrics, engagement data, and program outcomes, and assist in preparing routine reports for leadership and sponsors.

• Coordinate logistics for visiting faculty, speakers, and collaborators, including travel agendas and visit support as needed.

• Support strategic planning and growth initiatives of Frost Academy by assisting with development of new programs, partnerships, and educational offerings.

• Perform other related duties as assigned in support of the Frost Academy mission and operations.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

• High School Diploma or equivalent

• No experience required

• Skill in completing assignments accurately and with attention to detail.

• Ability to analyze, organize and prioritize work under pressure while meeting deadlines.

• Ability to process and handle confidential information with discretion.

• Ability to work evenings, nights, and weekends as necessary.

• Commitment to the University’s core values.

• Ability to work independently and/or in a collaborative environment.

• Proficiency in computer software (i.e. Microsoft Office).

Any relevant education, certifications and/or work experience may be considered.

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