Job Description

The GME Specialist will provide administrative support to Program Directors, Associate Program Directors, GME Administration, residents and fellows as needed across all programs. Assist with documentation for faculty and resident and fellow training, including but not limited to scheduling meetings, problem solving, and maintaining program and institution files.

REPORTING RELATIONSHIPS

The position reports to the Director of Education GME/GME Administrator. No staff report to this position.

JOB DUTIES & ESSENTIAL FUNCTIONS

While living and demonstrating our Core Values, the GME Specialist will:

• Facilitate didactic session schedules and maintain open lines of communication regarding changes in topic, date or presenter via the Google Conference Calendar
• Track and maintain aspects of Residency, including: Collection of Goals & Objectives forms
• Assist with data entry of completed ABIM FasTrack forms
• Schedule Resident/Faculty Workshops, meetings, facilities and catering
• Serve on the Orientation Planning Committee
• Coordinate lab coat orders for Residents, Fellows, and Faculty each academic year
• Keep various schedules and calendars up to date and review appointments as needed with program leadership
• Schedule and coordinate meetings and conference calls
• Coordinate Program Director/Associate Program Director correspondence
• Ensure all phone calls are answered and/or redirected accordingly in a professional manner
• Open and distribute pertinent mail
• Coordinate all PA IPIP Residency Program Collaborative (RPC) / Community Health Center Collaborative (CHCC) Learning Sessions, inclusive of hotel accommodations, transportation, stakeholder communications and coordination with Scheduling Specialist to account for alterations to Resident/Faculty schedules
• Collect and distribute information from Residents and Fellows as requested
• Type memos, correspondence, reports and other documents
• Attend and record minutes at various Committee meetings, and compose agendas as needed, including GME, GMEC, and patient safety
• Maintain program organizational files
• Assist in ACGME credentialing process for residency and fellowship, i.e. gathering information for Program Information Forms
• Assist with data entry as needed and maintain accuracy in documentation via MyEvaluations
• Coordinate all necessary certifications for incoming and existing trainees, including but not limited to BLS, PALS and ACLS
• Complete requests for credentials and verification of training forms
• Facilitate Resident/Fellow membership in appropriate organizations, including but not limited to ACP and AOA
• Facilitate subscriptions/generate user accounts for incoming Residents, Fellows and Faculty for the following programs including but not limited to: UpToDate MyPatientYourPatient, ProceduresConsult
• Provide continuous innovation as relates to job duties and department

OTHER FUNCTIONS & RESPONSIBILITIES

• Assist with licensure
• Backup support for Medical Student Clerkship duties
• Backup support for THC Grant Evaluation & Survey components
• Support GME Specialists and Program Coordinators, as needed
• Respond to all communications in a timely manner
• Understand institutional policies and procedures
• Perform other duties as assigned

Requirements

QUALIFICATIONS

• High school diploma or equivalent
• Minimum three (3) years administrative experience with continually increasing management and leadership responsibilities
• Preference for experience in GME
• Strong organizational and time management skills
• Self-directed work ethic
• Professional written and verbal communication and interpersonal skills
• Previous experience should include a minimum of one (1) year working in a customer service oriented environment
• Ability to work reliably in a high-volume, high-demand medical educational environment
• Proficiency in Word, Excel, PowerPoint and Gmail with advanced skills in technology application
• Ability to work independently and with a team
• Willingness and ability to work a flexible schedule
• Ability to travel as needed
• High level of professionalism and confidentiality required
• Professional appearance a must