GME Manager - AZ - Postdoctoral Education

Summary

The Graduate Medical Education (GME) Manager provides operational management and supports administrative oversight for the Sponsoring Institution’s ACGME-sponsored accredited residency and fellowship programs. This position is responsible for monitoring program and institutional compliance with ACGME Institutional and Common Program and Specialty Requirements, ensuring continuous accreditation readiness, supervising GME Program Coordinator, and supporting the GME budgetary process. This position and partners with the DIO, program directors, and program coordinators to advance shared GME priorities.

The GME Manager is a proactive, service-oriented leader who exercises sound judgement, advances work forward with ownership and aligns daily operations with the Sponsoring Institution’s long-term vision. 

The position supports the GME operations and staff; Designated Institutional Official (DIO), Program Directors, Hospital Program Coordinators, Teaching Faculty, Hospital Medical Staff and Medical School Deans and Associate Deans.

Essential Duties and Responsibilities

Compliance monitoring & Accreditation (40%)

• Lead institutional and program preparation for ACGME accreditation site visits, including timeline management, document preparation and review, mock site visits, and readiness preparation.
• Maintain the ACGME Accreditation Data System (ADS), ensuring accuracy of data.
• Manage and track annual updates, major program and institutional changes, quality improvement, scholarly activity, responses to citations, Letter of Notification (LONS), and Areas for Improvement (AFIs).
• Document and operate a recurring audit cycle verifying resident and fellow compliance documentation; licensure and certifications, credentialing, visa status, and certification of insurance, verifying resident, fellow files each cycle identifying and resolving gaps.
• Ensure that all residents and fellows appointment agreements are fully executed.
• Initiate and maintain executed participating sites, Program Letters of Agreement (PLAs) and affiliation agreements.
• Manage preparation of the ACGME Annual Institutional Review Report (AIR), including data assembly, outcomes reporting, and action plan monitoring.
• Support GMEC Special Reviews, including scheduling, documentation, and monitoring of improvement plans.
• Administer GMEC meetings operations, including agenda preparation, official minutes, and follow-through on action items to closure.
• Coordinate the development of the program Annual Program Evaluation (APE) to ensure compliance.
• Administer Osteopathic Recognition program workshops for OR designated programs, including scheduling and tracking required documentation.
• Support new program development, including application preparation, collection and tracking of documentation.
• Maintain current knowledge of ACGME requirements, consulting with the DIO on compliance concerns and institution and program impact.
• Develop and implement processes to maintain records for reporting to accrediting agencies.

Operations & Service (30%)

• Direct daily GME office operations; identify and implement process improvements to optimize GME operations and hospital program coordinator workflows.
• Manage coordination of the GMEC and subcommittee meetings, annual resident and fellow orientation, and GME educational programs and events.
• In collaboration with the GME Data Specialist, monitor program recruitment, Match operations (ERAS/NRMP), and related systems.
• Serve as the primary liaison between the medical school and GME to coordinate and facilitate the GME faculty appointment process.
• Coordinate and monitor resident, fellow and faculty access to institutional resources, including library, simulation, anatomy lab, and well-being programs.
• Respond to and track resident, fellow and coordinator inquiries, and escalating time-sensitive matters to the DIO.
• Coordinate the development, revision, and tracking of institutional and program policies and procedures.
• Facilitate resident and fellow orientation and onboarding/off boarding for trainees and faculty.
• Track and monitor faculty development and CME programming.

Leadership & Team Development (20%)

• Conduct monthly/quarterly meetings with hospital program coordinators to review shared GME priorities related to program compliance.
• Support onboarding of newly hired program coordinators, providing training on GME systems, and ACGME requirements.
• Facilitate Program Coordinator Council meetings

Data Analysis and Reporting (5%)

• Collaborate with the GME Data Specialist, to monitor the residency management system, to include work hours, evaluation completion rates, ACGME survey results, case/procedure log compliance, and board pass rates
• Prepare and review ADS reports related to institutional and program changes; monitor annual reporting of resident, fellow and faculty outcomes.
• Maintain records and documentation systems that meet accrediting body retention and report standards. 

Financial Stewardship (5%)

• Support development of the annual GME budget in partnership with the DIO
• Complete the annual resident and fellow stipend and benefits benchmarking local and national surveys
• Manage departmental purchasing and reimbursement activities within budget, identifying cost-optimization opportunities to the DIO.
• Performs other GME and accreditation duties as assigned

Supervisory Responsibilities                                                    

GME Program Coordinator

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

Skills Required

Must possess excellent interpersonal skills to deal effectively with the public, faculty, staff, students, residents, and fellows are required. Attention to detail and accuracy of work. Must possess a high level of professionalism in interacting with internal and external clients. Proven team leadership and organizational skills. Excellent oral and written communication skills; strong analysis, problem solving, trouble shooting and time management skills; ability to work well under pressure and manage multiple priorities and deadlines. 

Education and/or Experience         

Successful candidates will have 5-7 years demonstrated, progressive graduate medical education experience within an academic medical center, or university setting, with hands-on experience and accountability for coordinating ACGME accreditation activities across multiple program and institutional site visit cycles.

Bachelor’s degree in business, Project Management, Healthcare Administration or Public Health from an accredited college or university required.  Master’s degree and TAGME certification is preferred.  Broad knowledge of Hospital or University Graduate Medical Education.

Computer Skills                                               

Advanced proficiency in MS Office; Word, Excel, PowerPoint, Outlook.  Knowledge of Concur or other expense reporting systems is preferred.  Working knowledge of Resident Management Systems (New Innovations/MedHub) ERAS/NRMP resident recruitment systems is required.

Communication Skills                        

High skill level: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.  Ability to write reports and correspondence.  Ability to speak effectively present information and respond to questions from residents, fellows, faculty, accrediting bodies, and external partners, using written, verbal, and non-verbal methods that foster understanding, collaboration, and respect.

Analytical and Financial Skills

High skill level: Ability to monitor department budgets; calculate and interrupt percentages, proportions and trends; and analyze outcomes data to support institutional and program decision-making. Ability to apply concepts of basic algebra and geometry. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, and use hands to handle or feel and reach with hands and arms.  The employee is regularly required to sit, talk, and hear.  The employee must occasionally lift and /or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.