GME Administrative Specialist

The Administrative Specialist for the Office of GME performs diversified support and project coordination duties that promote the smooth functioning of the office. With a focus on specialized administrative work and project execution the Administrative Specialist is a key individual supporting this major academic unit of the New York Medical College (NYMC) School of Medicine (SOM). The Administrative Specialist reports to the Director of GME.

GME Committee (GMEC)

• Distribute materials related to GMEC meetings.
• Draft GMEC minutes.
• Communicate with voting GMEC members before meetings to confirm planned participation in facilitation of quorum.
• Communicate with planned meeting presenters and request materials in advance of meetings as needed.
• Track GMEC member meeting attendance.
• Draft annual committee and subcommittee membership recognition letters.

Program Coordinator and Director Meetings

• Draft meeting minutes

Compliance and Accreditation Support

• Review program faculty and resident/fellow rosters, requesting information from programs to complete entries as needed for ACGME annual updates.
• Maintain spreadsheet of required and actual program director, associate program director, core faculty, program faculty, and program coordinator number and full-time equivalents in preparation for ACGME annual updates.
• Track resident/fellow work hours and regularly (weekly) provide information on missing entries and violations to programs and GME Office leadership.
• Contact residents/fellows regarding missing work hours entries as needed.
• Monitor ACGME Milestones entry by programs to ensure timely completion.
• Prepare ACGME Milestones reports for review.
• Prepare ACGME minimum procedure number reports for review.
• Assemble submitted annual program evaluation (APE) materials, contacting programs for missing materials, and preparing for GME Office review.

GME Programming

• Submit room and catering requests.
• Send and track speaker invitations.
• Order and prepare promotional and printed materials.
• Track event registrations.
• Send event reminders.
• Track event evaluation and draft summary reports.

GME Research Meetings

• Send GME Research Meeting speaker invitations.
• Send GME Research Meeting reminders.
• Draft speaker recognition letters.

Data Management and Recordkeeping

• Manage tracking of prior GME training records and Milestones for transferred residents and fellows.
• Manage tracking of final evaluations for residents/fellows graduating or otherwise separating from programs.
• Manage tracking of non-renewal and retracted non-renewal letters.
• Manage tracking of Step 3/ COMLEX 3 records.
• Manage tracking of remediation and corrective action records.
• Manage tracking of referrals to the NYMC Office of Academic Excellence and prepare related reports.
• Manage tracking of AMA GCEP module and other required training completion.
• Perform initial review of requests for applied research support to confirm personnel eligibility and complete material submission, requesting missing materials as indicated, and preparing requests of review by the GME office.
• Manage tracking of requests and referrals for applied research support and services provided.
• Assist in completion of verifications for residency, fellowship, NST, Fifth Pathway, and pre-internship programs.
• File management of e-diplomas for graduates.

Administrative Support

• Serve as the main administrative support for the GME office, overseeing calendar management, arranging travel, and processing reimbursements for department related activities.
• Answer the GME office phone and take/send messages as indicated.
• Order supplies and promotional items for GME events and manage general office needs.
• Maintain GME listservs and databases.
• Copyedit and format office documents.

Assist the DIO, Director for GME and other GME office staff with other tasks as needed.

Education requirement:

Bachelor's degree required. Bachelor's degree in business administration, communications, public health, public policy, health professions education or related fields preferred.

Technical/computer skills:

• Proficiency in Microsoft Office Suite required
• Experience with Docusign, Qualtrics, and other office support software preferred
• Strong written and verbal communication skills required
• Strong professional/business etiquette required

Prior experience:

Prior administrative experience required; Minimum of two years working in an academic health center environment or equivalent educational or administrative setting requiring a high level of professional customer service, and the ability to develop and foster strong collaborative relationships preferred.

Other skills/requirements:

Creative and flexible individual to join the GME office team in delivering excellent customer service: exercises sound judgement, discretion, and professionalism in all interactions and communications; strives for accuracy, quality, and efficiency in work products; ability to innovate, problem-solve, think critically and work independently as well as part of a team; understands limitations, asks for assistance; responds positively to feedback; possesses a growth mindset.

Environmental demands:

In person position; virtual work options with approval by supervisor; ability to drive/travel to affiliate sites on occasion as requested. Early morning and evening hours are occasionally required with advanced notice.