Gme systems and operations coordinator

The Graduate Medical Education (GME) Systems and Operations Coordinator will serve as an integral member of the GME Operations Team, reporting directly to the Operations Manager. This position is responsible for overseeing and managing various systems and tools integral to the success of the GME programs, including residency management systems (RMS) and application services. The GME Systems and Operations Coordinator will provide training and support to program coordinators and directors to ensure the smooth operation of residency management systems and other GME-related technologies.

This role spans multiple domains, including systems administration and application support, fiscal management (accounts payable/receivable), facility oversight, and operational support for GME programs. This position ensures accuracy in financial processes, maintains compliance with institutional policies, and acts as a liaison to internal and external stakeholders, such as GME programs, Plant Operations, Environmental Services, and vendors to support the operational needs of residency and fellowship programs and GME Housestaff.

Essential Job Statements

1. Administer and Optimize GME Systems and Applications
   Serve as the primary administrator and subject matter expert for GME software systems and related platforms. Oversee system configuration, user access, workflow design, data integrity, and issue resolution to ensure accurate reporting, accreditation compliance, and operational efficiency. Provide expert-level training, develop standardized materials, and implement system enhancements that improve functionality, streamline processes, and support institutional decision-making.
2. Deliver System Training and Ongoing Technical Support
   Develop training materials and facilitate structured training sessions for program coordinators, program directors, and GME stakeholders to ensure consistent system utilization and adherence to established workflows. Provide ongoing technical support and guidance to resolve system-related challenges.
3. Support Financial Processing and Reporting Functions for GME Administration
   Assist the Operations Manager with financial processes including accounts payable/receivable transactions, vendor coordination, invoice submission, housestaff allowance tracking, certification funding payments, P-card reconciliation, affiliate billing preparation, and budget-related data reporting. Maintain accurate documentation and ensure timely processing in accordance with institutional policies.
4. Manage Data Reporting, Compliance Monitoring, and System Analytics
   Develop, generate, and validate reports and dashboards that monitor evaluation completion, accreditation requirements, IRIS/CMS reimbursement data, and key program performance metrics. Ensure the accuracy, integrity, and audit readiness of all reporting, and oversee the timely submission of required data to support institutional compliance, accreditation standards, and reimbursement processes.
5. Manage and Coordinate GME Facility, Space, and Resource Operations
   Coordinate the operational readiness and functionality of GME call/team rooms and associated resources, ensuring cleanliness, accessibility, technology readiness, and compliance with institutional standards. Oversee maintenance requests, space utilization, locker assignments, and inventory tracking across approximately 100 rooms. Maintain accurate resource databases and coordinate room transitions, relocations, and renovation-related updates in support of GME operational needs and leadership-directed initiatives.
6. Coordinate Housestaff Operations and Process Improvement
   Manage and coordinate system workflows related to resident and fellow onboarding and offboarding, including checklist administration, compliance tracking, and documentation accuracy. Administer operational programs such as meal and transportation allowances, ensuring proper recordkeeping, timely execution, and alignment with established policies. Support operational projects, system upgrades, workflow redesign, and compliance initiatives by coordinating assigned tasks, tracking timelines, communicating updates to the GME leadership, and assisting with implementation efforts that promote efficiency, standardization, and continuous improvement across GME operations.
7. Coordinate Internal and External GME Partnerships
   Work collaboratively with program leadership (program directors/coordinators), hospital departments, affiliates, and vendors to address system-related issues and operational needs within scope of responsibility.
8. Performance Expectation: Miscellaneous Responsibilities
   Performs other duties as assigned and/or participates in special projects in order to support the mission of VCUHS and Graduate Medical Education Administration. Provides assistance to team members. Accepts alternate assignments, as required, graciously.

Patient Population

Not applicable to this position.

Employment Qualifications

Required Education:

Associate Degree in Education, Business, Finance, Human Resources, Health Administration or related field from an accredited program OR equivalent years of relevant experience. Combination of education and experience may be considered in lieu of a degree.

Preferred Education:

Bachelor’s degree or equivalent experience in a related field (e.g., Health Administration, Business Administration, Education).

Licensure/Certification Required:

N/A

Licensure/Certification Preferred:

C-TAGME certification

Minimum Qualifications

Years and Type of Required Experience:

Minimum of three (3) years of experience in GME, healthcare education, medical education or related field. Experience in creating and generating reports, managing data, and utilizing dashboards. Five (5) years of experience in GME, healthcare education, medical education or related field with strong program management background is preferred.

Other Knowledge, Skills and Abilities Required:

Proficiency in MS Office Suite (Excel, Word, PowerPoint) and other relevant software. Familiarity with financial management systems or tools. Proficiency in Zoom and/or MS Teams. Attention to detail, critical thinking, and ability to review and apply policy. Exceptional project coordination skills, with the ability to prioritize tasks, facilitate discussions, lead training sessions, and make data-driven decisions. Demonstrated strong personal motivation to manage daily activities, organize tasks, prioritize duties, and meet deadlines efficiently. Ability to communicate effectively in writing and verbally to express ideas and report issues concisely. Ability to maintain up-to-date proficiency in relevant software and hospital systems required for performance of responsibilities. Ability to develop productive working relationships with residents/fellows, Program Directors and Program Coordinators, faculty, staff, and external contacts. Detail-oriented with strong organizational skills. Strong problem-solving abilities and resourcefulness. Disciplined initiative-taker who is also a positive, team-oriented individual with the ability and desire to learn. Ability to adapt to changing priorities and work effectively in a dynamic environment. Ability to maintain and convey a positive attitude and customer service approach. Ability to plan and prepare comprehensive and accurate instructions for use in teaching an individual or group a new process or requirement.

Other Knowledge, Skills and Abilities Preferred:

Strong understanding of GME systems, including ERAS PDWS, RMS, and Workday. Demonstrated ability to manage multiple priorities and projects in a demanding environment. Strong interpersonal and communication skills, with the ability to train and support staff at various levels. Knowledge of GME accreditation standards and processes is a plus. Knowledge of graduate medical education structure and ACGME requirements preferred. Proficient with finance/accounting applications. Experience with Residency Management System (RMS) (e.g., New Innovations, MedHub), ERAS PDWS, and Workday.

Working Conditions

Periods of high stress and fluctuating workloads may occur. General office environment. May have periods of constant interruptions. Prolonged periods of working alone.

Physical Requirements

Physical Demands:

Lifting/ Carrying (0-50 lbs.), Stoop, Kneel, Squat, Bending

Work Position:

Sitting, Walking, Standing

Additional Physical Requirements/ Hazards

Physical Requirements: Manual dexterity (eye/hand coordination), Hear alarms/telephone/tape recorder, Repetitive arm/hand movements, Finger Dexterity. Hazards: Mental/Sensory – Emotional. Mental / Sensory: Strong Recall, Reasoning, Problem Solving, Hearing, Speak Clearly, Reading, Logical Thinking. Emotional: Demanding Environment, Able to Manage Multiple Priorities, Frequent and Intense Customer Interactions, Able to Adapt to Frequent Change.

Compensation Range

$23.18 - $35.92. Actual salary offers will be based on several key factors to include relevant work experience, credentials, and qualifications.

EEO Employer/Disabled/Protected Veteran