The Pediatric Medicine Residency Program is seeking a highly organized and detail-oriented Administrative Program Assistant to join our Graduate Medical Education (GME) team. In this role, you will serve as a foundational pillar of our daily office operations, ensuring our medical training programs run seamlessly. This is an exceptional opportunity for a proactive professional who thrives in a structured environment and enjoys balancing independent task management with collaborative teamwork. Working fully on-site, you will directly impact the administrative success of our healthcare educators and trainees.
The Pediatric Medicine Residency Program Administrator Associate continually assesses and manages a wide range of administrative activities to support the operation of the Pediatric Residency Program, consisting of approximately 110 residents (House Officers) per year. As a member of the Program Administrative team, this role requires a clear understanding of overall program operations to provide effective cross-coverage, while maintaining a primary focus on daily operations of the program.
Key responsibilities include supporting the administrative and operational functions of the Residency Program to ensure efficient workflow, compliance with accreditation standards, and effective support of residents and faculty. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Under the supervision of the GME Program Administrator Team, this position collaborates with Program Directors and faculty to manage day-to-day program operations. Responsibilities include coordinating reimbursements, event planning, and resident retreat logistics; tracking policy and curriculum reviews; maintaining the residency program email account; and managing supply ordering and meal allowances.
The Program Administrator supports recruitment, onboarding, and offboarding processes, assists with licensing, examinations, and recertification requirements, and prepares agendas and minutes for key program meetings. This role also serves as a primary point of contact for residents, addressing routine questions and providing administrative support.
Additional responsibilities include participating in Graduate Medical Education meetings and professional development activities to ensure alignment with institutional policies and best practices.
Leadership
Evaluate and standardize workflow processes and effectively troubleshoot and resolve issues that arise; often this must be done quickly given the nature of the work.
Communicate with other departments regarding activities of the training programs.
Assist with the UMHS Internal Review and ACGME Site Visit documentation.
Oversee maintenance of policies and curriculums
Oversee event planning
Recruitment
Assist with preparing materials for distribution prior to interviews
Assist with preparing for recruitment and rank meetings
Availability to greet applicants on interview days and help troubleshoot any technical difficulties
Credentialing and Orientation
Administrative
Assist with proctoring in-training exams.
Respond to daily emails from House Officers, Program Directors and GME Office.
Attend and participate in program meetings and activities.
Maintain agendas and minutes for key program meetings.
Licensing, examination, recertification support
Supply ordering
Reimbursements
- Educational Background: Holds an Associate or Bachelor?s degree.
- Proactive Problem Solving: Acts as an independent contributor who takes initiative, maintains a positive outlook, and handles tasks efficiently with minimal daily supervision.
- Task & Time Management: Demonstrates strong organizational skills to balance multiple competing tasks, prioritize daily workflows, and meet steady deadlines.
- Collaborative Communication: Pairs active listening with clear verbal and written communication to work harmoniously alongside team members and take professional direction easily.
- Interpersonal Excellence: Engages professionally with diverse internal teams and external visitors, displaying high emotional intelligence and an approachable demeanor.
- Experience navigating the administrative pace of a fast-moving, active office environment.
- Prior familiarity operating within the internal sys
