GME Operations Specialist - Fellowships

Location: City of Rochester

As a community, the University of Rochester is defined by a deep commitment to Meliora
- Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular Time Type:

Full time Scheduled Weekly

Hours:

40

Department:500034 GME Ofc (Grad Medical Educ)

Work Shift:

UR
- Day (United States of America)
Range:

UR URG 109

Compensation Range:$56,500.00 - $79,100.00

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Serves as a Graduate Medical Education (GME) Operations Administrator responsible for managing the onboarding, appointment administration, and employment lifecycle activities for assigned residency and fellowship programs. Provides operational support for human resource processes, enterprise systems, institutional compliance, and orientation activities for trainees while ensuring accurate records and regulatory documentation. Collaborates with program leadership, Human Resources, faculty, department administrators, Identity Management, Information Technology, the International Services Office, other internal departments, and external agencies to deliver efficient, compliant and customer-focused operational services throughout the trainee lifecycle.

ESSENTIAL FUNCTIONS Trainee Appointment Administration – Oversees and manages appointment, reappointment, transfer, promotion, leave and separation processes for GME trainees. Reviews appointment documentation, facilities approvals, collaborates with Human Resources and institutional departments/divisions, and ensures timely processing of trainee employment transactions while maintaining compliance with institutional policies and regulatory requirements.

Onboarding, Orientation & Human Resource Operations – Manages all aspects of trainee onboarding and orientation, including employment documentation, identity management, Workday-related activities, onboarding logistics / educational materials, and communications with incoming trainees.

Enterprise Systems & Records Management – Ensures the maintenance of accurate trainee information within enterprise systems supporting GME, including demographic information, appointment status, training history, onboarding requirements, and institutional records. Monitors data integrity, resolves discrepancies, supports institutional reporting.

Regulatory Compliance & Program Operations – Collaborating with HR, Benefits, and Leave Administration, manages activities supporting institutional and regulatory requirements for tracking and reporting various actions including but not limited to, accommodations, leaves of absence, special grant related contracts related to research, and specific system management for coding ACGME leaves. Develops and refines Standard Operating Procedures (SOPs) to streamline workflows, processes, and efficiencies.

J-1 Exchange Visitor Program Administration and Regulatory Compliance
- Serves as the institutional coordinator for J-1 Exchange Visitor sponsorship activities for residents and fellows. Administers all aspects of the J-1 visa process, including initial sponsorship, extensions, transfers, amendments, and regulatory…