GME/CME Institutional Coordinator JOB SUMMARY The GME/CME Institutional Coordinator, reporting to the Director of GME and CME and working under the direction of the Associate Dean of GME and DIO is a key member of the GME leadership team. This role is an educational leader, manager and support for all program coordinators. They are responsible for the coordination of all GME/CME department activities. This role is responsible for the GMEC, manages institutional and program accreditation files, and serves as the technical expert on ACGME Annual Data System (ADS) filings, providing guidance and instruction to programs and on compliance with accreditation requirements. Additionally, the coordinator builds and supports continuing education programs, ensuring they meet accreditation standards. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Graduate Medical Education Committee (GMEC): Manages GMEC agenda and meetings monthly, ensuring compliance with ACGME requirements and institutional policies. Maintains accurate meeting minutes, documenting ACGME institutional requirement fulfillment and attendance. Oversees administrative processes related to GMEC responsibilities, advising faculty on new programs, changes in resident/fellow complement, program structure, and new program directors. Ensures GMEC membership is complete and compliant with ACGME institutional requirements. Program Oversight: Serves in a matrixed supervisory capacity over program coordinators to monitor processes in meeting common program requirements. Trains and provides support on computer programs such as New Innovations, Thalamus, NRMP, AMA Education Modules, ERAS, ECFMG (Exchange Visitor Network) and ACHE Library Services. Supports programs with onboarding of all new residents and fellows including providing guidance with the onboarding of residents with J-1 visas (ECFMG/EVN). Collaboratively works with GME leaders and program coordinators to ensure compliance with requirements such as Milestones, evaluations, program and institutional reviews and surveys. Tracks and ensures faculty meet scholarly activity requirements by developing opportunities through faculty development, grand rounds and research symposiums. Responsible for the planning and implementation of resident forums that meet accreditation requirements. Ensures all program requirements are fulfilled to support the educational needs of both faculty and residents. Program Letters of Agreement (PLAs): Ensures all PLAs are executed, up-to-date and accurate in ADS for programs and sites. Maintains documentation of PLAs and track renewal deadlines. ACGME Documentation & Compliance: Oversees ACGME ADS system, providing technical support to programs for submissions and updates. Maintains GME accreditation and GMEC records, including communications and accreditation actions. Ensures programs comply with ACGME updates, surveys, and evaluations. Analyze data for the Annual Institutional Review (AIR). Receives, review and validate program director reports. Continuing Education (CE): Supports the strategic planning and oversight of CE functions. Provides training on learning management software and manages CE credit reporting. Ensures CE activities comply with accreditation standards, resolving compliance issues. Manages CE applications, documentation, and accreditation updates. Collaborates with content experts to design and implement continuing education programs that target gaps in health care providers knowledge, competence, and performance. Serves as the ACHE CE Committee recorder responsible for the agenda, minutes and documentation. Other Responsibilities: Develops procedures for the institutional GME Department and participates in strategic planning. Develops and designs content for GME Quarterly Newsletter. Builds strong relationships with Program Directors and Coordinators as the liaison from ARCOM. Manages GME diplomas, CME certificates, and special awards. Plays a key role in orientations, ACGME site visits, and maintaining current knowledge of licensure and immigration requirements. Remains current with accreditation requirement standards, update institutional policies and communicate changes to GME leaders and support staff at the institutional level and program level. Oversees program databases, coordinate electives, and process professional memberships. Supports programs with resident travel for conferences, IRB submissions, and poster/abstract submissions. Reviews documents for completeness, collaborates with departments, and manages multiple tasks under tight deadlines. Manages content for the GME website. Organizes and leads monthly meetings and training sessions for coordinators. Other duties as assigned by the Director of GME and CME or their designee. QUALIFICATIONS AND CREDENTIALS Education and Experience Minimum Qualifications Bachelor’s degree in medical education, or other related field or equivalent relevant work experience. Four (4) years of experience as an Administrative Assistant or related role. Advanced computer skills; proficient in MS Office. Demonstrated proficiency using online resources. Ability to learn new software programs and activities evolving in higher education. Preferred Qualifications Experience with maintaining accreditation. TAGME Certification and/or CHCP credential. Experience as an Administrative Assistant in a clinical or hospital setting. Experience at an accredited university, health professions college or medical school. Proficient in software applications applicable to healthcare education. Familiarity with basic descriptive and inferential statistics. Required knowledge, skills, and abilities Demonstrate proficiency in computer skills, i.e., Microsoft Office. Display professionalism for the college in all communication and interaction. Ability to maintain confidentiality and privacy. Ability to prioritize and organize numerous and varied assignments. High-energy, versatile, self-directed. ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB Communication and Comprehension ACHE is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodations when necessary. The following are essential abilities and physical requirements for all positions at the college. Ability to orally communicate effectively with others with strong interpersonal skills and customer service orientation. Ability to work cooperatively with colleagues and supervisory staff at all levels. Ability to understand oral and written information, using the English language, and organize thoughts and ideas into effective forms of communication. Ability to make decisions which range from moderate to a significant impact on the immediate work environment, as well as outside contributors. Possess public communication skills that allow professional representation of ACHE to a variety of business and community customers and associates. Strong organizational skills. Problem Solving Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature. Expertise in negotiation. Physical and Sensory Abilities May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties. May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to pens, pencils, calculators, computer keyboards, telephone, etc. May be required to transport oneself to other campus offices, conference rooms, and on occasion, to off-campus sites to attend meetings, conferences, workshops, seminars, etc. May require significant travel or work away from campus. Requires attendance at events representing ACHE both within as well as outside of the college setting. Frequently required to work at a desk, conference table or in meetings of various configurations. Frequently required to see for purposes of reading matter. Frequently required to hear and understand speech at normal levels. Occasionally required to lift items in a normal office environment. Frequently required to operate office and presentation equipment. If you need assistance in the application process because of a disability, or any other reason, please contact Vicki Broadaway, Human Resources Manager, at 479.308.2287 or [email protected]. Arkansas Colleges of Health Education is an equal opportunity employer.