GME Program Administrator - Division of Geriatric Medicine - HYBRID

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Organization:

Medicine - Geriatrics

Job Summary:

Location: Hybrid/Remote (Nashville, TN — occasional on-site required at 2147 Belcourt Ave)
Schedule: Monday–Friday, traditional daytime business hours
Programs Supported (1-year fellowships): Palliative Care, Geriatrics, Genomics, Heart Failure

Role Summary
As the GME Program Administrator, you will provide high-level administrative and operational support to four small fellowship programs. You will play a key role in recruitment, onboarding, ongoing trainee support, and program compliance, ensuring each fellowship meets institutional and accrediting requirements. This position serves as the central hub connecting fellows, program leadership, faculty, departments, and external partners while maintaining accurate documentation essential to program success.

Key Responsibilities
Recruitment & Onboarding
Support all phases of fellowship recruitment, including scheduling, communication, interview-day coordination, and documentation.
Coordinate onboarding processes for incoming fellows to ensure timely completion of required materials and clearances.

Program Administration & Coordination
Provide day-to-day administrative support for program directors and leadership, anticipating needs and ensuring smooth operations.
Serve as a liaison among fellows, faculty, departments, institutional offices, and external institutions.

Compliance & Accreditation Support
Maintain program files and essential documentation required for program viability and regulatory readiness.
Collect, organize, and submit required data and reports to accrediting bodies and regulatory agencies (as applicable).

Data, Tracking & Continuous Improvement
Support program development and process improvement initiatives through tracking, documentation, data collection, and evaluation.
Maintain and update program-specific databases and tracking tools.

Financial & Operational Support
Reconcile monthly program ledgers and assist with basic budget tracking and program-related financial processes as needed.

Events & Program Activities
Assist in planning and executing annual fellowship events and key academic activities.
Create and distribute evaluations; manage duty hour logs and generate reports.

Work Environment
This role is primarily remote, with occasional in-person work required at the Nashville office (2147 Belcourt Ave) based on program needs and key events.

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DEPARTMENT SUMMARY:

The Division of Geriatric Medicine at Vanderbilt is dedicated to promoting healthy aging through patient care, medical education, and research.   We believe there is a pressing need to reinvent how we care for older adults and address the training of our health professionals today to help shape tomorrow.  We want to be at the forefront of: 

• Providing innovative and exceptional geriatric clinical care to residents of Middle Tennessee and surrounding areas
• Supporting innovative research in basic and translational aspects of aging biology  
• Establishing approaches to maintain the health of older individuals 

For additional information, please visit  https://medicine.vumc.org/divisions/geriatric-medicine.

While the position is based in Geriatrics, it will be responsible for fellowship programs in multiple Divisions, including Internal Medicine and Cardiology.

KEY RESPONSIBILITIES

• 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.

• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• 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.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members.

Core Capabilities :

Supporting Colleagues:- Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.- Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.- Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services:- Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.- Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.- Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality: - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.- Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.- Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.- Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation:- Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.- Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.- Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

2 years

Education:

Bachelor's

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity.  EOE/Vets/Disabled.