Unit Specialist III

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Position Description:

The Unit Specialist III reports to the GME Ombuds and serves as an experienced administrative and operational professional within the Graduate Medical Education (GME) Office. The position provides high-level support to the Vice Dean for GME (DIO) and GME Academic and Professional Affairs team; overseeing recruitment and retention functions with significant responsibility for operational coordination and systems support across the GME enterprise.

This role is responsible for managing complex administrative operations that support institutional oversight of more than 100 training programs and over 800 medical trainees. The position requires a high level of discretion in support of sensitive Ombuds issues, and calls for advanced organizational, analytical, and problem-solving skills to coordinate competing priorities, optimize processes, and ensure compliance with ACGME requirements.

The position also serves as the GME website manager, with responsibility for maintaining and optimizing web content through the Drupal content management system to ensure accuracy, accessibility, and alignment with institutional and accreditation requirements.

The role exercises independent judgment in coordinating operational activities, resolving complex scheduling and system-related issues, and supporting institutional processes. The incumbent is expected to independently manage assigned functional areas, serve as a key resource for internal systems and technology, and contribute to data-informed decision-making through accurate data compilation and reporting. This position functions as a critical operational partner within the GME Office and requires discretion, initiative, and the ability to manage complex workflows.

Essential Duties and Responsibilities

• Provide high-level administrative support to the Vice Dean for GME (DIO), including complex calendar management involving multiple physicians with competing clinical, academic, and administrative obligations, requiring strategic coordination and prioritization.

• Independently manage assigned operational functions, ensuring accuracy, timeliness, and alignment with institutional priorities; proactively identify issues and implement solutions with limited supervision.

• Serve as GME website manager utilizing the Drupal content management system, maintaining and organizing web content to ensure accuracy, usability, and compliance with institutional standards.

• Oversee coordination of House Staff Council operations, including meeting planning, logistics, communications, documentation, and follow-up.

• Coordinate GME recruitment and retention processes, including onboarding activities and advancement processes for trainees, ensuring accurate documentation and compliance with institutional and regulatory requirements.

• Compile and analyze data from multiple systems (e.g., MedHub, AMA, AAMC, ACGME, Thalamus, and institutional platforms) to support reporting and operational decision-making.

• Serve as backup administrator for MedHub, including user support and basic system troubleshooting.

• Serve as a resource for office systems and technology, assisting users and resolving system-related issues.

• Manage procurement and inventory of office supplies and technical equipment, including coordination of computer and technological needs.

• Facilitate program evaluations and departmental needs assessments, oversee all data collection and storage ensuring university record keeping guidelines are followed.

• Coordinate travel, reimbursements, budgets, records management, and meeting logistics.

• Complete special projects and other duties as assigned.

Preferred Qualifications ​

• Experience in Graduate Medical Education, academic medicine, or a similarly complex regulatory environment preferred.

• Experience with MedHub or comparable residency management systems strongly preferred.

• Experience managing website content using Drupal or similar content management systems preferred.

• Experience with data reporting, system support, or technical troubleshooting preferred.

• Experience supporting recruitment, onboarding, or program coordination functions preferred.

Competencies

• Problem Solving: Ability to analyze complex situations and develop effective solutions independently.

• Accountability: Demonstrates ownership of responsibilities and follows through on commitments.

• Technical Proficiency: Ability to learn, navigate, and support multiple systems and platforms.

• Organizational Skills: Effectively manages multiple priorities in a fast-paced environment.

• Communication: Demonstrates clear and professional written and verbal communication.

• Interpersonal Skills: Builds and maintains effective working relationships with diverse stakeholders.

• Adaptability: Responds effectively to changing priorities and operational needs.

• Manage complex scheduling and competing priorities.

• Exercise independent judgment and decision-making.

• Solve operational challenges with limited supervision.

• Strong proficiency in Microsoft Office Suite required. Demonstrated ability to learn and support multiple systems and platforms (e.g., MedHub, Drupal, and other institutional systems).

• Excellent organizational, analytical, and communication skills.

Target Compensation Maximum:

Target Compensation Minimum:

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.