GME Administrative Specialist

The Administrative Specialist supports the Office of Graduate Medical Education (GME) through advanced administrative coordination, project administration, accreditation support, data stewardship, and institutional event planning. Serving as a key member of the GME team, this role supports the Designated Institutional Official (DIO), Director of GME, GME committees, residency and fellowship programs, and institutional initiatives to ensure compliance with accreditation requirements and the efficient operation of GME activities. The Administrative Specialist reports to the Director of GME.

Graduate Medical Education Administration

• Provide administrative support to the DIO, Director of GME, and GME team.
• Coordinate and support institutional GME initiatives, projects, educational programs, and special events.
• Maintain confidential trainee, faculty, and program records in accordance with institutional policies and regulatory requirements.
• Serve as a liaison between the GME Office, residency and fellowship programs, institutional leadership, participating sites, and external organizations.
• Administer office calendars, distribution lists, communication platforms, and general administrative operations.
• Support the development and maintenance of workflows, templates, and tracking tools to support GME operations.
• Accreditation and Compliance Support
• Assist with institutional and program-level accreditation activities, including documentation coordination and reporting.
• Support preparation for accreditation site visits, annual program evaluations, special reviews, institutional reviews, and other oversight activities.
• Monitor and track accreditation deadlines, surveys, attestations, action plans, and compliance requirements.
• Maintain institutional GME policies, procedures, governance documents, and accreditation records.
• Conduct data validation and compliance audits to ensure accuracy and regulatory compliance.

Data Organization and Reporting

• Maintain accurate trainee, faculty, and program information across GME systems, databases, and tracking tools.
• Generate reports, dashboards, and data summaries to support institutional oversight and decision-making.
• Track and maintain key training documentation, program rosters, appointments, promotions, graduations, and program changes.
• Assist with verification requests for current and former trainees and maintain related records.
• Support data collection and reporting for institutional, regulatory, and accreditation requirements.

Committee and Governance Support

• Coordinate Graduate Medical Education Committee (GMEC) meetings and institutional subcommittee activities.
• Prepare agendas, meeting materials, minutes, correspondence, and follow-up action items.
• Track committee membership, attendance, voting activities, approvals, and governance documentation.
• Monitor committee actions and ensure timely completion of assigned follow-up items.

Resident and Fellow Support 

• Assist with resident and fellow onboarding, orientation, graduation, and transition activities, including coordination of institutional requirements and training modules.
• Respond to inquiries regarding institutional policies, processes, and available GME resources.
• Support trainee engagement initiatives, educational programming, recognition events, and wellness activities.
• Develop and coordinate distribution of trainee certificates, diplomas, and related documentation.

Event and Program Coordination

• Organize logistics for institutional educational programs, ceremonies, workshops, and special events.
• Coordinate meeting and event scheduling, room reservations, catering requests, registrations, speaker communications, and event materials.
• Track attendance, evaluations, and outcomes, and prepare summary reports as needed.
• Assist with the development and distribution of newsletters, announcements, and other GME communications.

Project Coordination and Operational Support

• Assist with institutional projects involving accreditation, compliance, process improvement, and operational effectiveness.
• Track project timelines, deliverables, and follow-up activities to ensure successful completion.
• Develop and maintain standardized workflows, templates, tracking tools, and administrative procedures.
• Participate in continuous quality improvement initiatives to enhance GME operations and services.
• Identify opportunities to improve administrative efficiency and support implementation of best practices.
• Maintain records in accordance with institutional retention policies and accreditation standards.
• Provide operational support and cross-training backup for other GME office functions as needed.

Communication and Customer Service

• Draft, edit, and distribute professional correspondence, minutes, reports, presentations, and communications on behalf of GME leadership.
• Maintain positive working relationships with trainees, faculty, program leadership, institutional partners, and external stakeholders.
• Provide responsive customer service and support to internal and external constituents.
• Promote effective communication and collaboration across the GME enterprise.

Other Duties

• Perform other related duties and special projects as assigned.

Education requirement: Bachelor's degree required. Bachelor’s degree in business administration, communications, public health, public policy, health professions education, or related field preferred.

Technical/computer skills:

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

Prior experience: Prior administrative experience required; minimum of five 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; ability to drive/travel to affiliate sites on occasion as requested. Early morning and evening hours occasionally required with advanced notice.