GME Program Administrator - HYBRID

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

PMI Clinical Education

Job Summary:

In your pivotal role as GME Program Administrator, you will lead the day-to-day operational and administrative management of an accredited fellowship training program. You’ll use a strong working knowledge of national accreditation requirements and hospital policies to keep the program running smoothly and in full compliance, while bringing initiative, sound judgment, and the ability to work independently in a fast-paced environment.
In this role, you’ll continually evaluate and guide a broad range of program needs—from long-range planning and trainee recruitment to developing and supporting projects, streamlining administrative workflows, and maintaining accurate program databases. You’ll serve as a key point of contact for faculty and trainees, communicating clearly and professionally on a wide range of topics, and you’ll help manage the program’s internal and external relationships to support a high-quality training experience.
REQUIRED:
• Bachelor’s (Or equiv. exp.)
• 2 years of relevant experience; experience is GME is a plus
You will generally work Monday-Friday daytime business hours, there may be times during will be periods where hours will be extended to accommodate recruiting events. Also, while much of your work can be completed remotely from your home office, we are seeking a Nashville-area candidate who can report to the office at Vanderbilt Medical Center North located at 1161 21st Ave S. in Nashville, TN as needed for meetings and events. Flexibility in work hours and location is key to being successful in this role.

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DEPARTMENT SUMMARY:

Vanderbilt University Medical Center has a strong legacy as a national leader in medical education of health professionals, research in biomedical science, and patient care. Residency training began here with just 12 residents in 1925. Today, we train more than 1,200 house staff in over 180 residency and fellowship programs.

Residency experiences encompass working a major teaching facility with a varied patient population, state-of-the art technology, cutting-edge research, and outstanding faculty.

The Office of Graduate Medical Education is committed to supporting the trainees, faculty, and staff in our many residency and fellowship programs for new physicians.   For more information, please visit  https://www.vumc.org/gme.

KEY RESPONSIBILITIES

Fellowship Program Support

• Manages the administrative activities of the fellowship programs as outlined in the accreditation program requirements and other regulatory agencies. Provide support for multiple fellowship programs, including ACGME reporting and ensuring deadlines are met. 
• Ensure fellows meet administrative and regulatory responsibilities while serving as the primary liaison between the Program Director, fellows, program faculty, institutional Graduate Medical Education (GME) office, and affiliated teaching sites concerning program matters.
• Prepare for site visits and assist with required documentation.

• Assist with New Innovations: Fellows’ communication and Quarterly Duty Hours compliance and reporting.

• Work with Fellowship Director to create and update recruitment materials and ensure that all departmental website information is current and accurate.  Assist Program Manager with fellowship recruitment.  Prepare itineraries and serve as primary liaison for all interviewing fellowship candidates.
• Coordinate with PD to Update/maintain Didactic session schedules and communications.
• Work directly with departmental HR to ensure proper reappointment process is completed in timely manner to meet GME office timelines. Coordinate onboarding new Fellows and assisting with exiting Fellows.
• Assist incoming fellows with the acquisition of J1 and H1B visas.
• Participate in coordinating annual activities related to on-boarding of housestaff trainees, including visiting trainees.

• Travel coordination and expense reporting.
• Ad hoc projects as 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.