GME Program Administrator Intermediate

Pediatric Anesthesiology Fellowship Program Administrator

The Pediatric Anesthesiology Fellowship Program is seeking a highly organized and detail-oriented Graduate Medical Education (GME) Program Administrator. In this role, you will serve as a foundational pillar of our daily program operations, ensuring our medical training program runs seamlessly. This is an exceptional opportunity for a proactive professional who thrives in a structured environment and enjoys balancing independent task management with collaborative teamwork with the Program Director and other faculty.

The Pediatric Anesthesiology Fellowship Program Administrator continually assesses and manages a wide range of administrative activities to support the operation of the Fellowship Program, consisting of eight fellows per year.

Key responsibilities include the administrative and operational functions of the Fellowship Program to ensure efficient workflow, fellow scheduling using QGenda, compliance with accreditation standards, and effective support of fellows and faculty. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Program Administrator manages recruitment, onboarding, and offboarding processes, licensing, examinations, and recertification requirements, and prepares agendas and minutes for key program meetings. This role also serves as a primary point of contact for fellows, addressing routine questions and providing administrative support.

This position will also provide supervision to the Peds Anesthesiology Administrative Assistant team.

• Primary Contact for Fellowship Queries (Phone, Email, Mail)
• Respond to daily emails from Fellows, Program Directors and GME Office.
• Collaborates with Program Director about accreditation requirements
• Responsible for Credentialing and Orientation Preparation
• Create onboarding schedule and events.
• Maintain ABA RTID, ACGME Web Ads, GME Track AAMC and San Francisco Match Program Information
• Manage GME Medhub for 8 Fellows (Schedules, Vacations, LOA?s, Work Hours, Personal Information, Licensure, Reports, Evaluations, Conference Attendance, etc.)
• Clinical Competency Committee / Program Evaluation Committee Coordinator
• Critically analyzes work hours, including determining reason for work hour violations and/or trends; follows up with Program Director
• Process and Track Travel and Ed Allow reimbursements
• Responsible for yearly Annual Program Evaluation (APE)
• Coordinates and oversees annual program events including;
  Fellowship Graduation and Dinner.
• Assist with the UMHS Internal Review and ACGME Site Visit documentation
• Proctor in-training exams
• Ensures curriculum requirements are met by training level and accreditation
• Attend and participate in program meetings and activities.
• Participation in GME meetings and professional development activities to ensure alignment with institutional policies and best practices.
• Maintain agendas and minutes for key program meetings.
• Licensing, examination, recertification support
• Reimbursements
• Other Duties as they arise

GME HR Function (10%)

• Ensures training program compliance with HOA Contract
• Create and implement processes and procedures.
• Coordinates and completes credentialing documents
• Oversee maintenance of policies and curriculums
• Revises and maintains training program manuals

Recruitment (15%)

• Manages applications for recruitment
• Manages Fellowship Applicant Interviews/Recruitment (Hotel, Transportation, Meals, Evaluation material, Selection Meetings, Applications, etc.)
• Coordinates Rank Meeting materials
• Organizes and arranges faculty members and current residents/fellows for interviewing candidates
• Arranges itineraries and schedules for candidates
• Executes recruitment days
• Develops and distributes post? recruitment or Match surveys
• Creates content for recruitment materials
• Manage and operate the Zoom interviews of faculty and applicants on interview days, creating the schedule and creating seamless event.

Supervision of Peds Administrative Assistant Support Team (20%)

• Responsible for the hiring, training, onboarding/offboarding and discipline for three administrative support…