Coordinator GME Full Time Day

Job Description

Job Description

Job Description

POSITION SUMMARY

Under the oversight and direction of the Director of Graduate Medical Education (GME), the GME Program Coordinator is responsible for the administrative operations of the Internal Medicine Residency Program and Graduate Medical Education Department at Martin Luther King, Jr. Community Hospital (MLKCH). The Coordinator serves as a key liaison among residents, faculty, hospital departments, external training programs, medical schools, and sponsoring institutions.

The GME Program Coordinator supports residency program operations, trainee onboarding and compliance, accreditation activities, recruitment, evaluation processes, scheduling, budget management, and institutional GME initiatives. The coordinator works closely with the Program Director, Associate/Assistant Program Directors, Site Directors, and GME leadership to ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) requirements and support the successful operation and growth of GME programs at MLKCH.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Residency Program Administration

• Coordinates daily operations and logistics of residency and GME programs.
• Supports Program Directors and GME leadership in managing resident schedules, rotations, and program activities.
• Develops and maintains resident rotation schedules in collaboration with program leadership.
• Maintains residency management systems, databases, and trainee records.
• Monitors resident duty hours, evaluations, attendance, and required educational activities.
• Maintains resident biographical information and alumni records.
• Supports administration of annual In-Training Examinations and other program assessments.
• Maintains academic calendars and tracks program compliance requirements.
• Provides administrative support for faculty meetings, Clinical Competency Committee (CCC), Program Evaluation Committee (PEC), and other residency committees.
• Prepares agendas, meeting materials, minutes, reports, and correspondence.

Trainee Onboarding, Offboarding, and Compliance

• Coordinates onboarding and orientation for residents, fellows, visiting trainees, and medical students, including badges, access, parking, Employee Health clearances, and hospital orientation.
• Coordinates offboarding activities for graduates and visiting trainees.
• Maintains trainee records related to licensure, certifications, credentialing, moonlighting, and compliance requirements.
• Tracks and ensures compliance with institutional, regulatory, and accreditation requirements.
• Collaborates with Human Resources, Employee Health, Medical Staff Services, and Information Technology departments regarding trainee onboarding and ongoing requirements.
• Maintains confidentiality and compliance with HIPAA and institutional policies.

Accreditation and Institutional GME Support

• Maintains knowledge of ACGME Institutional, Common, and Program Requirements.
• Assists with accreditation activities, annual program evaluations, and institutional reviews.
• Supports preparation and maintenance of WebADS submissions and accreditation documentation.
• Maintains GME policies, handbooks, and program documentation.
• Supports the Annual Institutional Review (AIR) and other institutional GME activities.
• Assists with preparation for accreditation site visits and reporting requirements.
• Helps ensure alignment of program operations with ACGME and institutional standards.

Recruitment and Educational Activities

• Coordinates residency recruitment activities, interview scheduling, applicant communications, and recruitment logistics.
• Serves as the administrative lead for residency recruitment platforms and applicant scheduling systems.
• Coordinates onsite visits and interview-day activities.
• Assists with resident orientation and onboarding materials.
• Supports residency conferences, didactics, workshops, and educational events.
• Maintains lecture schedules, attendance records, and educational materials.
• Uploads educational content and program resources to designated learning platforms.

External Rotations, Medical Students, and Partnerships

• Serves as liaison for external resident rotations, visiting residents, fellows, and medical students.
• Coordinates onboarding and scheduling of visiting trainees.
• Maintains communication with external program coordinators and training institutions.
• Supports execution and maintenance of Program Letters of Agreement (PLAs) and affiliation agreements.
• Oversees evaluation processes involving residents, medical students, and faculty.
• Assists with preparation of residency application support materials and structured evaluation letters as directed.

Financial and Operational Support

• Assists with development, monitoring, and reconciliation of residency and GME budgets.
• Tracks program expenditures and supports purchasing, invoices, reimbursement requests, and honoraria.
• Coordinates program-related purchasing and vendor support.
• Maintains departmental filing and record retention systems.
• Supports departmental projects and strategic initiatives.
• Provides backup support for other GME administrative functions as needed.

Leadership and Program Development

• Provides guidance and training to new coordinators, administrative staff, or department personnel as assigned.
• Identifies opportunities for process improvement and operational efficiency.
• Participates in professional development activities, including progression toward TAGME certification.
• Develops annual goals and professional development plans aligned with departmental objectives.
• Supports the continued growth and expansion of GME programs and educational partnerships at MLKCH.

Standards of Excellence

All employees are expected to demonstrate:

• Sense of Ownership
• Positive Attitude
• Responsiveness
• Communication
• Commitment to Co-workers
• Privacy and Confidentiality
• Safety Awareness

These standards are consistent with MLKCH's organizational expectations and culture.

Job Requirements

POSITION REQUIREMENTS

Education

• Bachelor's degree in Business Administration, Education, Healthcare Administration, or related field preferred.

Experience

• Minimum two years of Graduate Medical Education, residency, fellowship, healthcare administration, academic medicine, or higher education experience.
• Experience coordinating programs, projects, or administrative operations in a healthcare or educational environment preferred.

Skills and Knowledge

• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and project management skills.
• Ability to manage sensitive and confidential information.
• Working knowledge of Microsoft Office applications.
• Experience with residency management software (e.g., New Innovations, MedHub, WebADS, or similar systems).
• Knowledge of ACGME accreditation requirements preferred.
• Ability to work independently, prioritize competing responsibilities, and effectively manage deadlines.
• Ability to collaborate effectively with physicians, trainees, faculty, administrators, and external partners