GME Program Admin Senior - Department of Neurosurgery

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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 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.
• Coordinates CME applications, educational materials, and related administrative requirements.
• Coordinates GME-related invited speakers and visiting professors in collaboration with program leadership, including the invitation process and correspondence with distinguished guests, scheduling, itineraries, travel and accommodations, institutional requirements, CME activities, educational materials, and other visit logistics.
• Serves as a primary administrative liaison for invited speakers and visiting professors and coordinates their interactions with faculty, residents, fellows, and departmental leadership.

Recruitment, Applicant Evaluation, and Selection

• Coordinates annual resident and fellow recruitment activities, including ERAS applicant materials, interview schedules, candidate communications, itineraries, and recruitment events.
• Manages the faculty application-review process, including assignment and distribution of applications to faculty reviewers, tracking completion, communicating deadlines, and ensuring review information is available to program leadership in a timely manner.
• Supports the Program Director and program leadership in applicant selection by organizing and presenting application-review information and coordinating the administrative process for selection of candidates for interview.
• Coordinates and distributes interview invitations at the direction of the Program Director and manages interview scheduling and related applicant communications.
• Serves as the primary administrative liaison between residency and fellowship applicants and program leadership throughout the recruitment and interview process.
• Coordinates interview-day activities and recruitment events.
• Supports program leadership with Rank Meeting preparation and coordinates administrative aspects of ERAS, NRMP, Match, and post-Match processes.

Onboarding, Credentialing, Appointments, and Immigration

• Manages the post-Match onboarding process for incoming residents and fellows from Match Day through the start of training, ensuring completion of institutional, GME, departmental, credentialing, licensing, payroll, mandatory training, and other applicable requirements.
• Maintains onboarding timelines and proactively tracks outstanding requirements to ensure incoming trainees are fully prepared to begin clinical responsibilities on schedule.
• Serves as the primary departmental administrative contact for incoming residents and fellows during their transition into the program.
• Coordinates orientation for incoming residents and fellows.
• Tracks licensure, DEA, ACLS/PALS, mandatory training, credentialing, and other required documentation.
• Coordinates immigration and visa-related administrative requirements for international residents and fellows, working with institutional immigration/visa services, GME, and other appropriate offices to ensure required documentation and timelines are met.
• Serves as the departmental liaison with institutional GME regarding resident and fellow appointments, reappointments, advancement, and promotion, ensuring that required departmental information and documentation are provided and approved actions are completed appropriately.
• Coordinates appointment, transition, and termination processes with GME, HR, Credentialing, and other departments.

Resident and Fellow Records, Support, and Professional Development

• Serves as the departmental custodian of resident and fellow personnel and training records, ensuring required records are complete, accurate, appropriately maintained, accessible to authorized individuals, and handled with appropriate confidentiality.
• Maintains evaluations, CCC documentation, Program Director evaluations, appointment and promotion documentation, examination results, training records, and other required resident and fellow documentation.
• Serves as a primary administrative resource for residents and fellows throughout training and assists trainees in understanding and meeting institutional, GME, departmental, and program requirements.
• Proactively tracks requirements and deadlines requiring trainee action and communicates outstanding requirements or potential compliance concerns to trainees and program leadership as appropriate.
• Coordinates resident and fellow orientation, town halls, wellness activities, educational events, social functions, recognition, awards, research symposium activities, and other program events.
• Assists residents and fellows with administrative questions and directs complex or sensitive issues to appropriate program or institutional leadership.
• Annually solicits and maintains resident and fellow scholarly activity information, including publications, presentations, research activities, and other academic accomplishments, and incorporates required information into institutional GME and ACGME reporting and program evaluation processes.

Resident and Fellow Travel and Financial Administration

• Coordinates resident and fellow professional and educational travel, including conference attendance, courses, presentations, and other approved activities.
• Manages the administrative review and approval process for trainee travel requests, working with the Program Director, chief residents, and other appropriate stakeholders to ensure requests are consistent with departmental policies, educational priorities, clinical coverage requirements, and available funding.
• Coordinates approved travel arrangements, reimbursements, and associated documentation and maintains accurate records of trainee travel and educational expenditures.
• Supports program budget management and tracks program expenditures under the direction of program leadership.
• Processes and tracks professional development, educational expenses, and other approved expenditures.
• Reconciles purchasing card and other program-related financial activity.
• Coordinates approved catering, CME, educational, and program event expenditures.
• Processes applicable PARs, stipends, administrative differentials, payments, and other financial transactions.
• Maintains accurate financial records, identifies discrepancies or variances for resolution, and provides program leadership with information regarding expenditures, budget needs, and anticipated expenses.

Neurosurgery Examinations, Case Logs, and Educational Outcomes

• Coordinates administrative requirements for ABNS examinations, including applications, fees, scheduling, and related documentation.
• Coordinates and proctors the annual ABNS written examination and the Neuroanatomy in-service examination for junior residents, including registration, scheduling, examination-day administration, and required documentation.
• Coordinates resident participation in applicable review courses, examination preparation, and specialty educational activities.
• Maintains longitudinal records of resident examination performance, board performance and pass rates, and other relevant educational outcomes and provides trend information to program leadership for program evaluation and improvement.
• Monitors resident operative case-log activity, specialty-specific case requirements, and potential deficiencies or documentation gaps and communicates concerns to residents and program leadership.
• Each weekday, transfers/uploads ACGME case-log data to the institutional case-logging system and verifies successful synchronization to maintain accurate and current data across both systems.
• Monitors data integrity and identifies discrepancies between institutional and ACGME case-log records, coordinating resolution as necessary.

Participating Sites and External Rotations

• Serves as the departmental administrative lead for Program Letters of Agreement (PLAs) and other required documentation governing external or participating-site rotations, coordinating preparation, review, execution, renewal, and maintenance with program leadership, GME, and participating institutions.
• Coordinates administrative requirements for resident and fellow rotations at the VA, Sparrow Hospital, and other participating or external training sites.
• Coordinates with the VA, institutional GME office, and program leadership to validate resident assignments and FTE allocations and resolve discrepancies as necessary.
• Maintains required documentation related to participating sites and external rotations and proactively tracks renewal and expiration dates.

Graduation and Transition from Training

• Coordinates annual resident and fellow graduation activities, including timelines, communications, awards, certificates, events, and related logistics.
• Coordinates chief resident exit interviews and transition activities with program leadership.
• Ensures completion of final evaluations, verification of training, ABNS documentation, and other requirements associated with completion of training.
• Coordinates resident and fellow transition activities at the completion of training.
• Maintains alumni information and coordinates applicable graduate surveys.

Data, Systems, Reporting, and Program Improvement

• Maintains accurate program information in MedHub, ACGME WebADS, ERAS, NRMP, REDCap, and other applicable systems.
• Tracks work hours, evaluations, milestones, conference attendance, licensure, credentialing, scholarly activity, examinations, and other program metrics.
• Develops and maintains spreadsheets, tracking tools, reports, and longitudinal program data to support program operations and leadership decision-making.
• Reviews program data to identify administrative issues, trends, potential deficiencies, and opportunities for improvement.
• Maintains historical information regarding educational outcomes, including examination and board performance.
• Evaluates administrative workflows and develops improvements that reduce duplication, improve reliability, strengthen compliance, and improve the experience of residents, fellows, faculty, applicants, and program leadership.

Operational Continuity and Process Documentation

• Develops and maintains written standard operating procedures, administrative calendars, workflows, templates, reference materials, contact information, and other process documentation necessary to support consistent program operations, cross-coverage, knowledge transfer, and continuity during staff transitions or absences.
• Periodically reviews and updates administrative processes and documentation to reflect changes in institutional requirements, accreditation standards, technology, and program practices.
• Ensures that critical recurring program responsibilities, deadlines, and operational processes are documented sufficiently to support continuity of program operations.

Communication and Coordination

• Serves as a primary administrative contact for program leadership, residents, fellows, faculty, applicants, GME, participating sites, and other stakeholders.
• Communicates program requirements, schedules, deadlines, and changes accurately and in a timely manner.
• Prepares communications and materials on behalf of program leadership.
• Coordinates information across multiple departments, clinical services, and training sites.
• Participates in departmental and institutional GME meetings as appropriate and maintains meeting documentation.
• Exercises professional judgment and discretion in handling confidential, sensitive, or time-critical matters and determines when escalation to program or institutional leadership is appropriate.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• Five to eight years of progressively responsible professional administrative experience, including demonstrated responsibility for complex programs involving multiple stakeholders, regulatory requirements, and recurring deadlines.
• Demonstrated ability to manage complex administrative responsibilities with considerable independence.
• Demonstrated ability to organize, prioritize, anticipate requirements, and manage multiple simultaneous deadlines.
• Strong analytical, written, verbal, organizational, and interpersonal skills.
• Demonstrated ability to identify problems, evaluate options, independently resolve appropriate administrative issues, and recognize when matters require escalation.
• Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.

Desired Qualifications*

• Graduate Medical Education experience.
• Three or more years of direct experience supporting an ACGME-accredited residency or fellowship program.
• Experience supporting a large, complex, surgical, or multi-site residency program.
• Experience in an academic health system.
• TAGME certification.
• Experience with MedHub, ACGME WebADS, ERAS, NRMP, REDCap, or similar systems.
• Knowledge of University of Michigan and Michigan Medicine policies and procedures.

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.

Work Schedule

M-F Variable hours 5am-8pm

Work Locations

Taubman

Underfill Statement

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

Additional Information

Key Competencies

• Senior GME program administration and operational leadership
• Accreditation and regulatory compliance
• Resident lifecycle administration
• Evaluation, CCC, and performance-management administration
• Recruitment and applicant communication
• Scheduling and multi-site operational coordination
• Financial and budget administration
• Data management, reporting, and data integrity
• Independent problem solving and professional judgment
• Appropriate escalation of sensitive or high-impact issues
• Organization, anticipation, and attention to detail
• Confidentiality and discretion
• Communication and stakeholder coordination
• Educational program support
• Project and event coordination
• Process improvement
• Operational continuity and knowledge management
• Ability to manage competing priorities and deadlines

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.