GME Program Admin Intermediate

GME Program Administrator Intermediate

The GME Program Administrator Intermediate provides comprehensive administrative, operational, educational, and accreditation support for the Integrated Vascular Surgery Residency and Vascular Surgery Fellowship programs within the Department of Surgery. Working under general supervision and in partnership with Program Directors, faculty, trainees, the Office of Surgery Education (OSE), Michigan Medicine Graduate Medical Education (GME), and affiliated training sites, this position manages day-to-day program operations and serves as a key resource for residents, fellows, and faculty.

The Program Administrator Intermediate independently coordinates activities related to accreditation, recruitment, onboarding, scheduling, evaluations, educational programming, wellness initiatives, and trainee support while ensuring compliance with Accreditation Council for Graduate Medical Education (ACGME), institutional, and departmental requirements.

Impact: Supports accreditation compliance, operational efficiency, trainee success, and program excellence by coordinating complex educational, clinical, and administrative activities across multiple training environments

Core Responsibilities

1. Program Administration & Operations

• Manage day-to-day operations of the Vascular Surgery Residency and Fellowship programs.
• Serve as a primary point of contact for residents, fellows, faculty, applicants, institutional offices, and external training sites.
• Coordinate and maintain lecture series, trainee rosters, distribution lists, call schedules, and educational event schedules.
• Maintain trainee records and program documentation in accordance with institutional, departmental, and ACGME requirements.
• Coordinate program communications, announcements, policy updates, and educational materials.

2. Accreditation & Regulatory Compliance

• Coordinate activities related to ACGME accreditation, Annual Program Evaluation (APE), Program Evaluation Committee (PEC), Clinical Competency Committee (CCC), and Self-Study processes.
• Maintain accreditation documentation, policies, procedures, block diagrams, and program resources.
• Monitor compliance with required evaluations, duty hours, case logs, procedural documentation, surveys, and educational requirements.
• Prepare reports and supporting documentation for internal reviews, accreditation site visits, and institutional audits.
• Assist Program Directors in analyzing accreditation metrics and identifying areas for program improvement.

3. Resident & Fellow Recruitment

• Partner with the Office of Surgery Education (OSE), Program Directors, and faculty to coordinate annual residency and fellowship recruitment activities utilizing ERAS, NRMP, and other applicable recruitment platforms.
• Assist with interview day logistics, faculty schedules, applicant events, and virtual recruitment activities.
• Assist with onboarding activities following Match results and appointment offers.
• Coordinate logistics and attend the Vascular Annual Meeting Residency Fair

4. Educational Program Support

• Coordinate resident and fellow educational activities including conferences, didactics, journal clubs, simulation activities, and faculty lectures.
• Maintain educational schedules, attendance records, and conference documentation.
• Support administration of evaluations, milestone assessments, semi-annual reviews, and individualized learning plans.
• Assist with preparation and distribution of educational materials and learning resources.
• Coordinate resident and fellow participation in required educational events and certification activities.
• Coordinate administration of annual in-training examinations.

5. Scheduling & Rotation Management

• Coordinate leave tracking, call schedules, and conference attendance.
• Communicate schedule changes with faculty, clinical services, affiliated institutions, and departmental leadership.
• Monitor trainee complement requirements and ensure compliance with accreditation and clinical coverage standards.
• Assist Program Directors with workforce planning and scheduling optimization.

6. Evaluation & Data Management

• Manage MedHub workflows including evaluations, procedure logs, duty hours, conference attendance, and trainee documentation.
• Generate reports related to trainee performance, accreditation requirements, educational outcomes, and program metrics.
• Track completion of required evaluations and escalate concerns as appropriate.
• Maintain accurate program databases, trainee records, and faculty rosters.
• Support data collection and analysis for program quality improvement initiatives.

7. Wellness & Trainee Engagement

• Coordinate resident and fellow wellness initiatives that support trainee engagement, professional development, and well-being.
• Make recommendations regarding educational programming, wellness activities, and social events.
• Analyze survey results, event feedback, and trainee concerns to identify opportunities for improvement.
• Coordinate wellness resources, recognition programs, graduation activities, and community-building events.
• Support implementation of institutional wellness initiatives and trainee support programs.

8. Meetings, Committees & Event Coordination

• Coordinate meetings for Program Directors, CCC, PEC, faculty committees, and trainees.
• Prepare agendas, meeting materials, reports, and minutes.
• Manage conference room reservations, virtual meeting logistics, audiovisual support, catering, and event planning.
• Coordinate program retreats, graduation ceremonies, recruitment dinners, and faculty development activities.
• Ensure compliance with University hosting and event policies.
• Coordinate annual endowed lectureships

9. Financial & Administrative Support

• Process reimbursements, travel requests, conference registrations, and purchasing transactions in accordance with University policies.
• Monitor educational and recruitment expenditures and maintain supporting documentation.
• Reconcile procurement transactions and assist with budget tracking as assigned.
• Coordinate trainee professional development funding and conference support activities.

Impact of the Role

• Accreditation Excellence: Maintains critical documentation, compliance monitoring, and reporting processes necessary to sustain ACGME accreditation.
• Program Continuity: Ensures efficient coordination of educational, clinical, and administrative operations across residency and fellowship programs.
• Trainee Success: Supports residents and fellows throughout the trainee lifecycle, from recruitment through graduation, enhancing educational outcomes and learner experience.
• Operational Efficiency: Streamlines administrative processes and serves as a key liaison between faculty, trainees, institutional offices, and affiliated training sites.
• Program Improvement: Contributes to continuous quality improvement efforts through data analysis, process evaluation, and implementation of best practices.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3-5 years of professional administrative experience.
• Demonstrated ability to work independently, prioritize multiple responsibilities, and exercise sound judgment.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage complex projects and deadlines in a dynamic environment.
• Proficiency with Microsoft Office Suite and database management systems.

Desired Qualifications

• Bachelor's degree.
• Experience supporting graduate medical education programs.
• Experience within an academic medical center or healthcare environment.
• Familiarity with ACGME accreditation requirements and GME processes.
• Experience with MedHub, ERAS, NRMP, New Innovations, or related educational management systems.
• TAGME certification or interest in pursuing certification.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin