Graduate Medical Education Coordinator

Graduate Medical Education Coordinator

Aiken Regional Medical Centers, located in Aiken, South Carolina, is a 273-bed acute care facility providing top-quality and safe healthcare to the residents of Aiken and surrounding communities since 1917. Aiken Regional has been ranked a top hospital in South Carolina by the American Heart Association for its treatment of heart attack, heart failure, and stroke, and most recently, coronary artery disease.

Additionally, Aiken Regional provides comprehensive healthcare services such as behavioral health (Aurora Pavilion Behavioral Health), emergency medical care (main hospital and ER at Sweetwater), orthopedic surgeries, maternity, rehabilitation services (Hitchcock Rehabilitation Services), imaging, and wound care. Visit us online at

The Undergraduate/Graduate Program Coordinator is responsible for the management and coordination of the daily operations of the Undergraduate Medical Education (UME) Program, which includes oversight of medical student rotations  coordinator works closely with the GME Designated Institutional Official (DIO), GME Director, and Program Directors to ensure provision of the highest quality training and fiscal viability of the UME program. The role also includes support of the Internal Medicine Residency Program and continuous compliance with ACGME requirements.

• Oversee the day-to-day operations of the Undergraduate Medical Education (UME) Program at Aiken Regional Medical Centers.
• Provide administrative support and management of the UME Program, supporting the Director of Student Medical Education (DSME), DIO, and the GME Director in the effective oversight of medical student education.
• Function as liaison between students, medical schools, DSME, and the GME office.
• Provide administrative support to medical students and act as liaison between affiliated medical schools, students, DSME, DIO, and GME Director.
• Establish relationships with medical schools, hospitals, and facilities to ensure adequate resources for medical student training.
• Provide one-on-one counseling and guidance to students regarding their ongoing schedule, selective choices, and available training opportunities at ARMC.
• Facilitate and maintain medical school agreements for ARMC to serve as a core training site for medical students.
• Prepare and submit monthly timesheets for clinical faculty UME teaching to the GME Office for required approvals and payment processing.
• Prepare and submit bi-annual invoices for medical student rotations with clinical faculty and submit to medical schools; track and disburse payments upon receipt.
• Manage the national Visiting Student Learning Opportunities (VSLO) platform, updating program information, rotation opportunities, and highlighting hospital and residency programs.
• Manage the candidate application review and selection process with GME Director and Residency Program leadership to ensure a quality learning environment for visiting medical students.
• Track, report, and ensure compliance with accrediting and regulatory requirements for medical students.
• Facilitate timely completion of faculty appointment packets, reviewing paperwork and forwarding to the Associate Dean for Clinical Affairs.
• Maintain a database of clinical faculty appointments by medical school.
• Plan and facilitate new medical student orientation, ensuring compliance with all hospital requirements, training sessions, HR requirements, EHR training, and student computer requests.
• Collect and compile all onboarding documentation for incoming medical students to ensure proper credentialing prior to the start of each rotation; maintain records of medical students.
• Receive proposed schedules for third and fourth year medical students from medical schools; confirm availability with local clinical faculty, troubleshoot alternatives, and update schedules in Clinical Portal.
• Collaborate with Residency Program Managers to review proposed student schedules, determine feasibility, and coordinate rotation schedules with Program Managers and preceptors.
• Prepare and disseminate rotation schedule goals, required reading materials, rotation dates, and specific instructions to medical students at least two weeks prior to their rotation.
• Plan and coordinate education days, including scheduling and tracking student Osteopathic Manipulative Medicine (OMM) workshops, compiling didactic schedules, and reserving classroom space with adequate audiovisual equipment.
• Proctor student post-rotation exam testing, ensuring integrity of testing and collection of necessary paperwork for submission to medical schools.
• Coordinate with DSME to schedule the bi-annual Clinical Case Presentations, ensuring presentations are monitored, graded, and entered into the Medical School Clinical Portal.
• Manage confidential materials, issues, and communications.
• Evaluate student morale, respond to concerns, and elevate issues to GME Director and DIO as needed.
• Manage the evaluative process of medical students, faculty, and each…