"Graduate Medical Education, Program Assistant"

Job Description

Graduate Medical Education, Program Assistant

Wright State University

EEO Statement: Wright State University is an equal opportunity employer.

Faculty Rank or Job Title: Graduate Medical Education, Program Assistant

Job Category: Administrative (exempt/non-exempt)

Department: Graduate Medical Education

EEO number: 25H280

Position FTE: 100%

Minimum Annual or Hourly Rate: $16.52/hr

Salary Band: UC HR3

Job Summary/Basic Function
The GME Program Assistant provides essential administrative and operational support to Graduate Medical Education (GME) residency and/or fellowship programs within the Boonshoft School of Medicine. This position ensures the accuracy and timeliness of evaluations, data tracking, and documentation related to accreditation requirements. The assistant serves as a vital liaison between faculty, residents, and administrative staff, supporting the program's compliance, communication, and educational goals.

Minimum Qualifications
Associate's degree and 3 years' of experience OR High school diploma/GED and 5 of years' experience.• Experience should be in administrative or healthcare setting, must include at least 1 year with a health care organization.• Proficiency in Microsoft Office Suite and database systems; experience with New Innovations or residency management platforms is a plus.• Strong organizational skills, attention to detail, and the ability to prioritize tasks independently.• Excellent written and verbal communication skills; ability to work with confidential information and diverse stakeholders.

Preferred Qualifications
• Associate's Degree

Essential Functions and percent of time
Program Support (55%)• Create, maintain, and track evaluation sessions in New Innovations or other residency management systems; schedules and performs rotation changes for residents/faculty and adjusting evaluation sessions to match changes.• Input evaluations and other data as needed; ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) and program requirements.• Monitor completion of ACGME Milestones, resident procedures, and evaluations, following up with faculty or staff to ensure timely entry and approval.• Maintain and update curriculum files, including goals and objectives, and monitor compliance.• Coordinate with program coordinators, faculty, and residents to ensure accurate and timely communication of program activities.• Provide support for internal and external contacts, often handling confidential or sensitive information with discretion.• Serve as a point of contact for basic technical issues related to Residency Management Suite (RMS), evaluation systems, and scheduling platforms.• Monitors all resident procedures that are logged into RMS for approval. Tracks/monitors that the Attending Physician(s) have approved procedures.Administrative Support (20%)• Maintain and coordinate calendars, meetings, and events for the program including orientations, graduations, and training sessions.• Draft and distribute correspondence, meeting agendas, reports, and spreadsheets.• Answer incoming calls, route inquiries, and provide general administrative support to faculty, residents, and staff.• Assist in preparation and logistics of departmental events and internal communications.

Essential Functions and percent of time (cont'd)
Compliance & Records (20%)• Track and document vacation requests and other time-off records for residents.• Scan and upload documentation to appropriate system files; maintain accurate digital and physical records in compliance with GME policies.• Ensure documentation is updated and accessible for reviews, audits, or accreditation site visits.Other duties (5%)• Completes other duties and special projects as assignedMinimum Qualifications• Associate's degree and 3 years' of experience OR High school dip

Non-Essential Functions and percent of time

Working Conditions
This is a grant funded position with continuation dependent on funding. Special contract terms and conditions of employment apply.To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources.Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Special Instructions to Applicants

First Consideration Date: 09/19/2025

Closing Date:

Open Until Filled: No

To apply, please visit: https://jobs.wright.edu/postings/21463