The GME Institutional Specialist is responsible for activities directly related to the management of Graduate Medical Education and the servicing of the Program Directors, Program Coordinators, residents, fellows, faculty members, participating institutions, and other constituent groups.  At least 85% of the responsibilities are executed with discretion and independent judgment related to matters of significance to the operations of Graduate Medical Education (GME). 

Responsibilities include, but are not limited to, administering and managing Navy rotators and visiting physicians; serving as a liaison to various residency and fellowship educational programs; assist with the development of new GME residency and fellowship programs; review and analyze annual ADS updates and Annual Program Evaluations (APEs); GME liaison to the GME Program Administrator’s Council; assist with GME residency and fellowship program site visits; coordinate and administrator new GME program coordinator onboarding; participate as a member of the GME Council; and perform other GME institutional duties as assigned by the GME leadership team. 

This position reports directly to the Executive Director, Graduate Medical Education. 

Administrator: Navy Rotators & Visiting Physicians 

• Naval Medical Center, Portsmouth Resident Exchange Program (Navy Rotators)  

• With discretion and independent judgment, administer the exchange program. 

• With discretion and independent judgment, develop new policies and procedures as necessary. 

• Non-EVMS Visiting Resident/Fellow Observation Only Rotations (Visiting Physicians) 

• With discretion and independent judgment, administer the exchange program. 

• With discretion and independent judgment, develop new policies and procedures as necessary. 

 GME Program Specialist Support (Residency and Fellowship Programs) 

• In the absence of a program specialist/coordinatorposition for any GME program, assist with ensuring all GME related responsibilities are complete as defined by the GME Vice Dean for GME & DIO and the Program Director. For example, helping with program interviews, reporting, ADS, APEs, training, etc. 

GME Institutional Specialist 

• Assist the Executive Director, Graduate Medical Education with all ACGME accreditation responsibilities to support the Vice Dean for Graduate Medical Education. 

• ADS reports, annual updates, faculty rosters, addition of new participating sites, etc.  

• Institutionally, assist GME Program Directors and Program Coordinators with making sure their Program Letters of Agreements are up-to-date and entered into New Innovations.  

• Institutionally, assist Program Directors and Program Coordinators with making sure all program policies are updated and aligned with the GME Institutional policies. 

• Review and analyze all Annual Program Evaluations in New Innovations for compliance and corrective actions with institutional oversight. 

• Create dashboards for ACGME compliance monitoring for all residency / fellowship programs. 

• Manage the GMEC minutes, agenda, and presentation monthly. 

• Institutional oversight of the Graduate Medical Education Program Administrators Council (GMEPAC). Liaison between GME office and all residency / fellowship programs. 

• Coordinate and assist programs with ACGME site visits. 

• Lead GME training and onboarding for all new program coordinators. 

• GME liaison for dedicated residency / fellowship programs. Appx. 10 programs.  

GME Committee Responsibilities 

• Graduate Medical Education Council (non-voting member) 

• Graduate Medical Education Program Administrators Council Conference Planning Committee Member 

• Staff the EVMS Resident & Fellow Association (RAFA) 

• Staff the EVMS Sentara Resident/Fellow Patient Safety/Quality Improvement (PSQI) Council 

• Provide administrative support to designated GMEC subcommittees.  

Technology Skills 

• eVA financial management system for procurement ordering and processing 

• Chrome River management system for expense reimbursement processing 

• Proficient with Microsoft Suite: PowerPoint, Word, and Excel 

• Develop presentations, documents and spreadsheets 

• Qualtrics On-Line Survey Software 

• Develop surveys 

• Develop post-test assessment reports 

• Publish Certificates of Completion 

• Canon Therefore Software and Scanner 

• Scan and store office files/documents. 

• ODU Institutional Compliance Annual Employee Training via Canvas LMS. 

• New Innovations  

• Doodle Polls 

• Meeting scheduling tool. 

Professional Development 

• Fred Pryor Professional Development Series 

• Meet the requirements through the Training Administrators of Graduate Medical Education (TAGME) maintenance of certification (MOC). 

Other Duties as Assigned 

• Assist GME faculty with presentation preparation for trainings and conferences. 

• Assist GME faculty with expense reporting. 

EDUCATION/ EXPERIENCE  

Master’s degree and experience in administration and/or office management are preferred. Preferred qualifications include experience in Graduate Medical Education (GME) program administration, including accreditation related processes and compliance requirements, as well as experience performing functional and operational duties within the New Innovations residency platform. Prior experience as a GME program coordinator and certification through the Training Administrators of Graduate Medical Education (TAGME) are also preferred. The ideal candidate will demonstrate excellent organizational skills, the ability to multitask and prioritize competing demands, and have the capacity to work independently while meeting critical deadlines. Experience in an academic health care setting is desirable. 

CORE COMPETENCIES 

• Ability to develop and maintain effective relationships with public, partners, customers, and coworkers, while working cooperatively and effectively with others to achieve common goals.  

• Ability to manage time and resources to ensure assignments are completed accurately and deadlines are met. Meets attendance/punctuality requirements. 

• Ability to adapt to changing work environments, work priorities, and organizational needs.  Takes independent action to address and resolve problems. 

• Ability to express ideas effectively and demonstrate sound judgment regarding decision-making. 

• Ability to deal with others in a direct honest manner and comply with all ODU policies and procedures.  

• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to apply concepts of basic algebra and statistical analysis.