GME Program Admin Senior

GME Program Admin Senior - Department of Neurosurgery

Job Summary

The GME Program Administrator Senior serves as the senior administrative lead for the Department of Neurosurgery's residency and fellowship programs and provides comprehensive administrative and operational support under the direction of physician Program Directors and other program leadership.

The position independently coordinates and oversees the day-to-day administrative activities required to support GME operations, including accreditation and compliance, resident and fellow scheduling, recruitment, onboarding and credentialing, evaluations, educational activities, examinations, financial administration, resident professional development and travel, and program events.

The incumbent is responsible for ensuring that the program's complex annual operational cycle is anticipated, organized, and executed successfully. The position maintains awareness of recurring institutional, ACGME, specialty-specific, and program requirements and deadlines; proactively communicates upcoming requirements to program leadership; identifies potential problems; and ensures appropriate follow-through.

The position serves as the primary administrative resource for the department's GME educational activities and provides day-to-day administrative oversight and coordination of the work supported by the department's GME administrative positions. This includes coordinating responsibilities, ensuring educational activities are appropriately supported, and identifying gaps, competing priorities, or deadlines requiring attention.

The position supports a complex Neurosurgery GME environment involving residents and fellows, multiple clinical services and training sites, and numerous institutional and specialty-specific requirements. The incumbent works with considerable independence and is responsible for organizing and coordinating complex administrative activities, managing competing priorities and deadlines, identifying issues, analyzing information, independently resolving problems within established authority, and escalating matters requiring program leadership or institutional involvement.

The position serves as a key administrative resource for program leadership, residents, fellows, faculty, Michigan Medicine GME, participating clinical sites, residency and fellowship applicants, and other stakeholders. The role requires strong organizational, analytical, communication, judgment, discretion, and problem-solving skills.

The position does not independently establish educational policy or make decisions regarding resident progression, curriculum, clinical training, remediation, or recruitment. These responsibilities remain with physician program leadership. The position provides the administrative coordination, information, analysis, oversight, documentation, and execution necessary to support and implement those decisions.

Responsibilities

• GME Program Administration, Accreditation, and Compliance

• Coordinates the annual cycle of GME program requirements, deadlines, and required documentation under the direction of program leadership.

• Coordinates the annual institutional GME program evaluation and reporting process with the Program Director and Associate Program Director, including establishing timelines, assembling required program data and documentation, facilitating leadership review, ensuring timely submission, and tracking resulting action items and follow-up.

• Prepares and maintains ACGME WebADS, Annual Program Evaluation, accreditation, survey, and other required documentation.

• Monitors ACGME, specialty-specific, institutional, and departmental requirements and proactively communicates changes, deadlines, and potential compliance concerns to program leadership.

• Coordinates preparation for accreditation reviews, self-studies, site visits, special reviews, and other institutional or accreditation processes.

• Tracks Program Evaluation Committee action items and program improvement activities.

• Maintains and disseminates residency and fellowship program policies and procedures and ensures trainees receive required policies and documentation.

• Coordinates periodic review of program policies by the Program Director, including comprehensive review and amendment at least every three years or more frequently when required.

• Implements approved changes to program processes and procedures.

• Develops and maintains an annual administrative calendar encompassing accreditation, recruitment, evaluation, examinations, appointments, graduation, institutional reporting, and other recurring program requirements.

• Identifies potential compliance concerns and brings them to program leadership for timely review and resolution.

• Resident and Fellow Scheduling and Operations

• Coordinates and maintains resident and fellow rotation schedules, including vacations, conferences, call, examinations, and clinical coverage.

• Coordinates assignments across the VA, Mott, Pavilion, Sparrow Hospital, and other participating clinical services and training sites.

• Communicates with off-service departments and external training sites regarding resident and fellow rotations.

• Monitors work-hour submissions and identifies issues or trends for program leadership.

• Maintains accurate scheduling and training information in MedHub and other applicable systems.

• Coordinates routine schedule changes and resolves administrative issues within established guidelines.

• Serves as a primary point of contact for time-sensitive or unforeseen administrative issues affecting residents, fellows, educational activities, or program operations; independently resolves issues within established authority and promptly escalates matters requiring Program Director, Associate Program Director, GME, or other institutional involvement.

• Program Evaluation, Clinical Competency Committee, and Performance Management

• Manages the resident and fellow evaluation process, including timely distribution, completion, tracking, and maintenance of faculty, peer, rotation, program, and other required evaluations.

• Coordinates faculty participation in resident and fellow evaluations, monitors completion, communicates deadlines, and identifies recurring gaps or deficiencies for program leadership.

• Coordinates Clinical Competency Committee meetings and prepares comprehensive materials for committee review, including evaluations, milestone data, operative case logs, examination performance, scholarly activity, conference participation, work-hour information, and other relevant performance data.

• Synthesizes and organizes resident performance information to support review by the Clinical Competency Committee and program leadership.

• Attends Clinical Competency Committee meetings, maintains appropriate meeting documentation, and tracks committee recommendations and required follow-up.

• Maintains milestone and CCC documentation and coordinates timely submission of required milestone information.

• Manages the administrative cycle for semiannual Program Director evaluations of residents and fellows, including scheduling meetings, assembling relevant performance information, tracking completion, and ensuring evaluation summaries and required documentation are appropriately filed in resident and fellow records.

• Coordinates Program Evaluation Committee meetings, including scheduling, preparation of materials, documentation of proceedings and action items, and tracking of program improvement activities.

• Provides administrative support to the Program Director and Associate Program Director for resident remediation and other formal performance-management processes, ensuring compliance with institutional and program policies, coordinating required documentation and timelines, and tracking approved plans through completion.

• Maintains strict confidentiality of resident and fellow performance and personnel information.

• Educational Activities, Conferences, and Visiting Professors

• Coordinates educational activities including Grand Rounds, M&M, CPC, Journal Club, resident teaching conferences, and other required activities.

• Provides on-site administrative support for conferences and teaching activities as appropriate, ensuring successful initiation and operation of educational sessions, troubleshooting logistical or technical issues, and maintaining required attendance records.

• Tracks resident and fellow participation in required educational activities.