Administrator, GME & Fellowship Program (AGFP)

This position serves as the primary liaison for program directors, faculty, residents, and institutional offices, as well as external organizations. While assisting across all GME programs, the administrator provides direct, hands-on support for fellowship programs and fellows, managing accreditation documentation, recruitment, onboarding, academic support, scheduling, and special projects. The role also provides critical administrative support for CME activities, ensuring smooth daily operations, financial tracking, program monitoring and reporting, event coordination, and policy maintenance.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long-term disability plans; life insurance; flexible spending accounts; and a 403(b)-retirement plan which includes an 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university's 6 colleges continue Dr Franklin's legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties & Responsibilities

Administrative Liaison & Program Support

• Provide central administrative support for program directors, associate/assistant directors, faculty, residents, and fellows.
• Act as liaison among programs, institutional offices, training sites, and external organizations.
• Provide guidance on non-clinical program policies and procedures.
• Support GME leadership in oversight of all programs, budgeting, and reconciliation of expenses.
• Provide administrative support to University committees as assigned.
• Manage calendars, arrange meetings, travel, lodging, and correspondence.
• Maintain highly confidential files and departmental records.
• Assist the fellowship program specifically with day-to-day operations, mentorship coordination, and communication with fellows.

Accreditation & Compliance

• Ensure compliance with ACGME, ACCME, and other accrediting body requirements.
• Maintain resident and fellow records, evaluations, licensure, certifications, and credentialing files.
• Prepare and update Program Letters of Agreement, institutional affiliation agreements, and policy manuals.
• Support accreditation site visits, annual program evaluations, and other regulatory reporting.
• Coordinate GMEC agendas and meetings, staff subcommittees, and maintain accurate meeting minutes.
• Serve as lead technical expert for the ACCME (PARS), ACGME Annual Data System (ADS) and assist programs with submissions.
• Monitor program accreditation compliance and support development of institutional GME and CME policies.

Recruitment & Onboarding

• Collaborate with Program Directors to establish recruitment policies and plans.
• Manage application systems (e.g., ERAS), prescreen applications, coordinate interviews, and compile candidate data.
• Assist with NRMP registration, ranking, and submission processes.
• Facilitate onboarding, orientation, credentialing, and site rotations for new residents and fellows.
• Maintain regular contact with fellows and coordinate mentorship and program activities.

Resident & Fellow Evaluation & Academic Support

• Manage resident, fellow, and faculty evaluations.
• Coordinate program committees (e.g., Clinical Competency Committee, Program Evaluation Committee).
• Track attendance, leave, certifications, visa, licenses, and other compliance requirements.
• Review annual accreditation submissions and program assessment documents, providing recommendations to improve compliance.
• Administer surveys and reports for fellowship, residency, and CME programs.

Scheduling & Program Operations

• Distribute rotation and didactic schedules.
• Facilitate educational sessions, grand rounds, and other program activities.
• Maintain program-specific digital resources (e.g., program website or portal).
• Assist with budget management for program events and educational activities.
• Support development of departmental goals and maintain inventories of supplies and equipment.

Events & Special Projects

• Plan and execute program events, including retreats, graduation ceremonies, wellness events, poster sessions, and CME activities.
• Assist with institutional GME and CME projects and initiatives that benefit all programs.
• Coordinate components of onboarding, orientation, departure processes, and graduation ceremonies for residents and fellows.

CME Oversight & Support

• Assist with planning, administration, and documentation of CME activities.
• Ensure CME activities meet accreditation and organizational requirements.
• Maintain CME records, support program reporting, and coordinate CME-related events.
• Serve as liaison between CME leadership, faculty, and learners to facilitate compliance and high-quality education.

General Responsibilities

• Work independently, exercising decision-making under supervision.
• Participate in institutional education committees and research collaboratives.
• Exhibit knowledge of institutional and GME/CME policies, procedures, regulations, and professional standards.
• Prepare correspondence, reports, memorandums, letters, spreadsheets, and forms.
• Create databases and compile data for reporting purposes.
• Manage budget, prepare check requests, reconcile corporate cards, and order office supplies

Conditions of Employment

• Must achieve satisfactory results from a background check

Required Education & Experience

• Associate degree required (Bachelor's degree preferred)
• Minimum of three years of administrative or business experience, preferably in an academic or medical education setting

Required Knowledge, Skills & Abilities

• Proficiency in Microsoft Office Suite and database systems
• Strong written, verbal, and interpersonal communication skills
• Excellent organizational, planning, and analytical abilities
• Ability to manage multiple priorities with accuracy and attention to detail
• Skilled in drafting correspondence, editing, and proofreading
• Ability to exercise sound judgment, discretion, and independent decision-making
• Strong customer service orientation and professionalism
• Familiarity with budgeting processes and office management practices
• Capacity to work effectively with diverse populations and maintain confidentiality

Preferred Qualifications

• Bachelor's degree
• Experience in graduate medical education or academic administration
• Working knowledge of:
• ACGME accreditation standards and ADS system
• ABPN preCERT and milestone competencies
• NRMP R3 system
• AMA, ERAS, MyEvaluations, Intelath /ECFMG, and IDFPR systems
• ACCME PARS
• AAMC GME Track

Typical Physical Demands & Working Conditions

The selected candidate must have the mental and physical capacity to perform the essential functions of the position, with or without reasonable accommodations.

EOE, Including Disability / Vets

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