Program Coordinator-GME​/UME

Job Summary

The Undergraduate/Graduate Medical Education Program Coordinator works closely with the Operation Administrators/Residency Coordinators/Office Managers to ensure that the medical student clerkships are properly on‑boarded for rotations within the NMHS system. The UGME/GME Coordinator reports to the Designated Institutional Officer and is responsible for the day‑to‑day operations of the GME office.

• Preparation, negotiation, and management of all University Affiliation Agreements between NMHS and University partners.
• Primary point of contact for undergraduate students and medical/osteopathic schools requesting rotations.
• Maintain the Master Schedule for all medical students and agreed upon clinical learning experiences.
• Work with IT on Domains for all medical students.
• Epic Access/CBT/Training for all medical students.
• Complete and maintain required Human Resources forms/badge.
• Liaison and resource for all Medical Student Clerkship experiences on the NMHS campus.
• Coordinate the orientation and onboarding of Medical Students and manage the organization’s capacity for university medical students among the other learners on campus.
• Refer the Medical Students to their respective rotation Coordinator.
• Require that the Clerkship program curriculum, supervision, scheduling, evaluations, and the Affiliation expectations of the parties are met.
• Invoice university partners for payment subject to the Affiliation Agreement.
• Assist DIO as needed on UGME requirements/needs.
• Maintain student software system (New Innovations/AMION???).

• Coordinates and prepares minutes for GME Committee Meetings.
• Coordinates and prepares minutes for GME Sub‑Committee Meetings.
• Coordinates and prepares minutes for Meet the DIO meetings with all residents and fellows quarterly.
• Coordinator of ACGME CLER visit schedule.
• Ongoing support of Operations Administrators/Residency Coordinators as liaison for GME.
• Liaison to Marketing for media support/GME website/social media for GME.
• Knowledge of ACGME standards.
• Process, update, and maintain Program Letter of Agreements (PLA’s).
• Verifies University Master Affiliation – Agreements and Program Letters of Agreement for Resident and Fellow Rotations.
• Current Resident/Fellow Rotations – UMMC General Surgery, UMMC OB/GYN, UAB GYN ONC (~30 Residents/Fellows).
• Orientation and onboarding, arranges for NMHS funded housing.
• Receives invoices from universities for payment by NMHS.
• Cardiology Fellowship Program Coordinator.
• Provides administrative support and coordinates the training program.
• Works with Program Directors to maintain and prepare materials, interviews, selections, orientations, and evaluations processes.
• Understands and applies institutional program guidelines to coordinate compliance requirements and update program material.
• Coordinates all aspects of the recruitment process and facilitates application/interview selection process.
• Processes all required documentation including licenses, visas, and credentialing.
• Maintains record of all trainees in accordance with established requirements.
• Oversees data collection and ensures the accuracy of program databases.
• Ensures accuracy of monthly financial statements and budgets, as well as administrative oversight and approval of payroll and vacation requests.
• Develops, communicates, and revises schedules for rotations.
• Coordinates the evaluation system to collect data and organize timely feedback.
• Coordinates orientations and schedules meetings, functions, and special events throughout the year.
• Works closely with GME Department on affiliation agreements, schedules and compliance.
• Serves as a liaison between program and area hospitals/providers. Compiles all program documentation and appropriate statistical data.
• Facilitates all associated administrative activities.

• Bachelor’s Degree in a related field (education, business, or healthcare administration) – desired;
  Required
• Associate’s Degree in lieu of a Bachelor’s Degree, with at least 5 years of work experience in administrative support preferably in a healthcare setting – required.