GME Program Admin Senior

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Job Summary

The Department of Cardiac Surgery seeks a GME (Graduate Medical Education) Program Administrator Senior to provide administrative and operational leadership for cardiothoracic surgery training programs. The University of Michigan Thoracic training program is the oldest in the United States and nationally renowned. Serving as a key partner to Program Directors and a primary resource for trainees and faculty, this role oversees day-to-day operations and long-term coordination for the Thoracic Surgery Integrated Residency, Thoracic Surgery Fellowship, Congenital Cardiac Surgery Fellowship, and related cardiac surgery training experiences. 

The position drives operational excellence, trainee support, recruitment, and accreditation compliance, ensuring alignment with institutional GME policies, the HOA (House Officer Association) contract/guidelines, and ACGME (Accreditation Council for Graduate Medical Education) Program Requirements. The Senior Program Administrator contributes to high-quality educational programming and a supportive learning environment by leading and continuously improving core program processes, proactively identifying and mitigating risk, and resolving complex program issues.

Responsibilities*

Program Administration & Accreditation

• Provide advanced administrative leadership and oversight for the Thoracic Surgery Integrated Residency Program, Thoracic Surgery Independent Fellowship Program, and Congenital Cardiac Surgery Fellowship Program.
• Serve as the primary administrative resource to the Program Directors and Associate Program Directors for program operations, accreditation, and compliance.
• Ensure ongoing compliance with ACGME requirements, Michigan Medicine GME policies, the House Officer Association (HOA) contract, and applicable regulatory standards.
• Maintain program data and required documentation in ACGME ADS (annual updates, resident/fellow rosters, surveys, milestones, case logs, and evaluations).
• Coordinate preparation for ACGME site visits, self-studies, and institutional reviews; compile submissions, support data collection, and track action items to completion.
• Coordinate and support Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) processes, including meeting logistics, documentation, and follow-up on improvement plans.
• Partner with program leadership to complete annual review and GMEC-related materials, ensuring timely submission and appropriate documentation.

Trainee Administration & Support

• Manage administrative processes across the trainee lifecycle (recruitment through onboarding, training, completion/graduation).
• Serve as a primary point of contact for residents and fellows; address administrative questions and coordinate resolution of issues with professionalism and confidentiality.
• Coordinate trainee appointments and required documentation with GME, HR, credentialing, labor relations, and participating clinical sites.
• Support HOA/institutional policy adherence related to trainee status changes, leaves, and other training-impacting events.

Recruitment & Selection

• Coordinate all aspects of residency/fellowship recruitment in accordance with ERAS and applicable match processes (NRMP, SF Match, and specialty requirements as applicable).
• Maintain recruitment communications and materials (e.g., program web content and outreach resources).
• Manage application distribution and tracking; support faculty review workflows and applicant screening aligned with program criteria and accreditation standards.
• Coordinate interview scheduling and interview-day operations; communicate with applicants and stakeholders to ensure a professional candidate experience.
• Prepare rank meeting materials and support rank list entry/certification; collect and summarize recruitment metrics and recommend process improvements.

Onboarding, Credentialing & Orientation

• Coordinate onboarding and orientation for incoming trainees in collaboration with program leadership and institutional offices.
• Track and manage program-level onboarding and credentialing requirements; communicate expectations and follow up to ensure timely completion.
• Review and route required documentation for GME Office processing and approvals.

Program Operations, Scheduling & Continuous Improvement

• Oversee development and ongoing management of complex rotation schedules for residents and fellows; ensure alignment with program requirements and participating site needs.
• Build and maintain schedules in the residency management system (e.g., MedHub); coordinate scheduling with internal services, off-service rotators, and affiliated institutions.
• Support development and implementation of educational activities and rotations, including coordination of off-site training agreements and documentation.
• Maintain Program Letters of Agreement (PLAs) and other required program documentation in partnership with institutional and contracting offices.
• Collect, analyze, and report program data to support evaluation, accreditation readiness, and continuous improvement initiatives.

Financial & Administrative Support

• Partner with program leadership to develop and manage annual program operational budgets; monitor expenses, reconcile accounts as needed, and track professional development funds.
• Track GME FTE/budget activity and projections; identify variances and support corrective planning in collaboration with program leadership and the GME Office.
• Process trainee-related expenses and support financial workflows tied to program operations and events.

Medical Learner & Visiting Rotation Coordination (as assigned)

• Coordinate medical student and visiting learner rotations, including VLSO/visiting learner postings, application processing, onboarding, scheduling, and communications.
• Serve as liaison between the department, program leadership, and the medical school to support a compliant and well-organized learner experience.
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Policy, Liaison & Communication

• Maintain working knowledge of accreditation and institutional policies; communicate updates to stakeholders and support consistent implementation.
• Serve as liaison between program leadership, residents/fellows, faculty, participating sites, and the GME Office; coordinate documentation routing and issue resolution.

Supervision/Leadership

• Provide functional oversight and day-to-day guidance to GME Program Administrator Associate/Intermediate staff supporting departmental GME activities.

Required Qualifications*

• Bachelor's degree in business administration, healthcare administration, education, or a related field, or an equivalent combination of education and experience.
• Minimum three (3) years of progressively responsible experience in GME administration or program leadership role.
• Knowledge of ACGME accreditation standards, GME policies, and residency/fellowship program administration, preferably in surgical specialties.
• Strong interpersonal skills and ability to collaborate effectively with faculty, trainees, administrators, and institutional partners.
• Excellent written and verbal communication skills; ability to maintain confidentiality and exercise sound judgment.
• Demonstrated ability to manage multiple priorities, maintain attention to detail, and meet deadlines. 
• Advanced proficiency with: Microsoft Excel, Word, Outlook

Desired Qualifications*

• Experience supporting multiple ACGME-accredited programs.
• Experience with ERAS, NRMP & Thalamus
• TAGME certification.
• Knowledge of University of Michigan/Michigan Medicine policies, procedures, and systems.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Underfill Statement

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.

Additional Information

• Hours: 40 hours
• Shift; Days/Monday-Friday
• Benefits: Medical School vacation/sick benefits eligible

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.