GME Administrative Specialist

Administrative Specialist

The Administrative Specialist supports the Office of Graduate Medical Education (GME) through advanced administrative coordination, project administration, accreditation support, data stewardship, and institutional event planning. Serving as a key member of the GME team, this role supports the Designated Institutional Official (DIO), Director of GME, GME committees, residency and fellowship programs, and institutional initiatives to ensure compliance with accreditation requirements and the efficient operation of GME activities.

The Administrative Specialist reports to the Director of GME.

Graduate Medical Education Administration

• Provide administrative support to the DIO, Director of GME, and GME team.
• Coordinate and support institutional GME initiatives, projects, educational programs, and special events.
• Maintain confidential trainee, faculty, and program records in accordance with institutional policies and regulatory requirements.
• Serve as a liaison between the GME Office, residency and fellowship programs, institutional leadership, participating sites, and external organizations.
• Administer office calendars, distribution lists, communication platforms, and general administrative operations.
• Support the development and maintenance of workflows, templates, and tracking tools to support GME operations.
• Accreditation and Compliance Support
• Assist with institutional and program-level accreditation activities, including documentation coordination and reporting.
• Support preparation for accreditation site visits, annual program evaluations, special reviews, institutional reviews, and other oversight activities.
• Monitor and track accreditation deadlines, surveys, attestations, action plans, and compliance requirements.
• Maintain institutional GME policies, procedures, governance documents, and accreditation records.
• Conduct data validation and compliance audits to ensure accuracy and regulatory compliance.

Data Organization and Reporting

• Maintain accurate trainee, faculty, and program information across GME systems, databases, and tracking tools.
• Generate reports, dashboards, and data summaries to support institutional oversight and decision-making.
• Track and maintain key training documentation, program rosters, appointments, promotions, graduations, and program changes.
• Assist with verification requests for current and former trainees and maintain related records.
• Support data collection and reporting for institutional, regulatory, and accreditation requirements.

Committee and Governance Support

• Coordinate Graduate Medical Education Committee (GMEC) meetings and institutional subcommittee activities.
• Prepare agendas, meeting materials, minutes, correspondence, and follow-up action items.
• Track committee membership, attendance, voting activities, approvals, and governance documentation.
• Monitor committee actions and ensure timely completion of assigned follow-up items.

Resident and Fellow Support

• Assist with resident and fellow onboarding, orientation, graduation, and transition activities, including coordination of institutional requirements and training modules.
• Respond to inquiries regarding institutional policies, processes, and available GME resources.
• Support trainee engagement initiatives, educational programming, recognition events, and wellness activities.
• Develop and coordinate distribution of trainee certificates, diplomas, and related documentation.

Event and Program Coordination

• Organize logistics for institutional educational programs, ceremonies, workshops, and special events.
• Coordinate meeting and event scheduling, room reservations, catering requests, registrations, speaker communications, and event materials.
• Track attendance, evaluations, and outcomes, and prepare summary reports as needed.
• Assist with the development and distribution of newsletters, announcements, and other GME communications.

Project Coordination and Operational Support

• Assist with institutional projects involving accreditation, compliance, process improvement, and operational effectiveness.
• Track project timelines, deliverables, and follow-up activities to ensure successful completion.
• Develop and maintain standardized workflows, templates, tracking tools, and administrative procedures.
• Participate in continuous quality improvement initiatives to enhance GME operations and services.
• Identify opportunities to improve administrative efficiency and support implementation of best practices.
• Maintain records in accordance with…