Graduate Medical Education (GME) Institutional Manager

Position Summary
The Graduate Medical Education (GME) Institutional Manager, under the direction of the GME Director, provides comprehensive support for residents, fellows, rotators, program managers, and program directors within the Creighton University School of Medicine - Phoenix. Based at the Creighton Health Sciences Campus, this position serves as the primary support and project manager for GME operations, major events, accreditation activities, and institutional-level initiatives.

Essential Functions & Responsibilities

• Lead planning, coordination, and project management of major GME events (e.g., onboarding, orientation, resident appreciation).
• Develop and manage GME communications, ensuring accurate, timely updates across websites, shared platforms, and correspondence with residents, fellows, program leadership, and external partners.
• Oversee resident and fellow compliance with institutional and clinical partner requirements, including state licensing board processes for training licenses.
• Manage Medical Education Grand Rounds, including speaker coordination, scheduling, attendance, and logistics.
• Maintain and manage GME inboxes, calendars, and documentation systems (shared drives, Microsoft Teams).
• Oversee verification processes for recent graduates, including VGMET forms and verification strategy across programs.
• Coordinate institutional documentation and records management to ensure compliance, accessibility, and consistency.
• Provide cross-coverage for institutional managers, including provisioning of rotators, system access requests, and badge management.
• Manage resident/fellow advancement and offboarding processes, ensuring appropriate closure of files, accounts, and access.
• Serve as site coordinator for GME committees, including scheduling, room reservations, catering, material preparation, and minutes.
• Track and monitor resident/fellow participation in hospital and GME-related committees.
• Provide onsite coordination for housestaff-wide curriculum and leadership events.
• Address and resolve resident, fellow, coordinator, and faculty questions or concerns, escalating as appropriate.
• Support accreditation activities (e.g., ACGME ADS updates, ERAS oversight, portfolio review audits) in collaboration with the Accreditation Specialist.
• Assist with data entry and reporting in GME systems such as New Innovations and other institutional platforms.
• Provide institutional cross-coverage and support for centralized GME initiatives across the Alliance.
• Support GME subcommittees and working groups by scheduling, documenting minutes, and assisting chairs with follow-up.
• Partner with GME leadership on special projects and institutional initiatives.

Qualifications

• Bachelor's degree in healthcare administration, education, business, or related field (or equivalent experience).
• Experience in healthcare administration, academic medicine, or program coordination strongly preferred.
• Familiarity with graduate medical education, accreditation processes, or project management is desirable.

Knowledge, Skills, and Abilities

• Project Management & Organization: Demonstrated ability to manage multiple, complex projects simultaneously with attention to deadlines, details, and compliance requirements.
• Accreditation & Compliance Knowledge: Ability to learn ACGME requirements, institutional accreditation processes, and trainee compliance tracking. Ability to partner with licensing boards and accreditation specialists.
• Communication Skills: Exceptional verbal and written communication skills; ability to prepare clear correspondence, reports, and presentations tailored to different audiences (residents, faculty, leadership, external partners).
• Collaboration & Relationship Building: Ability to establish strong working relationships with diverse stakeholders, including residents, fellows, coordinators, program directors, hospital partners, and accrediting bodies.
• Technical Proficiency: Strong command of Microsoft Office Suite (Excel, Word, PowerPoint), Microsoft Teams, and learning/administrative management systems (e.g., New Innovations, ERAS).
• Analytical & Problem-Solving: Skill in identifying issues, analyzing data, and implementing process improvements to strengthen GME services and compliance.
• Adaptability & Initiative: Capacity to work independently, adapt to rapidly changing circumstances, and proactively address challenges with sound judgment and diplomacy.
• Event & Meeting Management: Skilled in planning, coordinating, and executing events, meetings, and committee functions, including logistics, documentation, and follow-up.
• Customer Service Orientation: Professionalism and courtesy in responding to inquiries, resolving issues, and supporting the educational experience of residents, fellows, and program staff.
• Commitment to Excellence: Continuous improvement mindset, striving for quality, efficiency, and innovation in GME operations.