GME Program Administrator - Division of Geriatric Medicine - HYBRID

Vanderbilt Health GME Program Administrator

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With eight hospitals and over 180 clinics, we are the region's largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you'll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated.

We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Location:

Hybrid/Remote (Nashville, TN — occasional on-site required at 2147 Belcourt Ave)

Schedule:

Monday–Friday, traditional daytime business hours

Programs Supported (1-year fellowships):
Palliative Care, Geriatrics, Genomics, Heart Failure

Role

Summary:

As the GME Program Administrator, you will provide high-level administrative and operational support to four small fellowship programs. You will play a key role in recruitment, onboarding, ongoing trainee support, and program compliance, ensuring each fellowship meets institutional and accrediting requirements. This position serves as the central hub connecting fellows, program leadership, faculty, departments, and external partners while maintaining accurate documentation essential to program success.

Key Responsibilities

• Recruitment & Onboarding
• Support all phases of fellowship recruitment, including scheduling, communication, interview-day coordination, and documentation.
• Coordinate onboarding processes for incoming fellows to ensure timely completion of required materials and clearances.
• Program Administration & Coordination
• Provide day-to-day administrative support for program directors and leadership, anticipating needs and ensuring smooth operations.
• Serve as a liaison among fellows, faculty, departments, institutional offices, and external institutions.
• Compliance & Accreditation Support
• Maintain program files and essential documentation required for program viability and regulatory readiness.
• Collect, organize, and submit required data and reports to accrediting bodies and regulatory agencies (as applicable).
• Data, Tracking & Continuous Improvement
• Support program development and process improvement initiatives through tracking, documentation, data collection, and evaluation.
• Maintain and update program-specific databases and tracking tools.
• Financial & Operational Support
• Reconcile monthly program ledgers and assist with basic budget tracking and program-related financial processes as needed.
• Events & Program Activities
• Assist in planning and executing annual fellowship events and key academic activities.
• Create and distribute evaluations; manage duty hour logs and generate reports.

Work Environment:
This role is primarily remote, with occasional in-person work required at the Nashville office (2147 Belcourt Ave) based on program needs and key events.

Department Summary:

The Division of Geriatric Medicine at Vanderbilt is dedicated to promoting healthy aging through patient care, medical education, and research. We believe there is a pressing need to reinvent how we care for older adults and address the training of our health professionals today to help shape tomorrow. We want to be at the forefront of:

• Providing innovative and exceptional geriatric clinical care to residents of Middle Tennessee and surrounding areas
• Supporting innovative research in basic and translational aspects of aging biology
• Establishing approaches to maintain the health of older individuals

For additional information, please visit (Use the "Apply for this Job" box below)..

While the position is based in Geriatrics, it will be responsible for fellowship programs in multiple Divisions, including Internal Medicine and Cardiology.

Core Accountabilities:

• Organizational Impact:
  Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance.
• Problem Solving/ Complexity of work:
  Analyzes moderately complex problems using technical experience and judgment.
• Breadth of Knowledge:
  Has expanded knowledge gained through experience within a professional area.
• Team Interaction:
  Provides informal guidance and support to team members.

Position

Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level: 2 years

Education:

Bachelor's

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.