University of Wisconsin - Madison

Position Vacancy Listing

PVL # 95123

Please Note: A change was made to this position announcement on 08/09/18


Working Title:
GME Program Coordinator
Official Title:
Degree and area of specialization:
Bachelor's degree required. Preferably in education, health care administration or closely related field.
Minimum number of years and type of relevant work experience:
Previous experience working within the University of Wisconsin system and/or Graduate Medical Education (GME), as well as familiarity with ACGME, AAMC and other accrediting organizations, is desirable.
Experience in educational administration and/or office management in an academic health care setting is desirable.
Proficiency in Microsoft Office applications is required.
Experience with budget and auditing procedures is desired.

A minimum of 7 years of experience is required for appointment at the senior level. Prefix assignment will be determined by years of relevant work experience.
Principal duties:
Program Compliance/accreditation (35%):
1. Ensure program compliance with the University, UWHC, UWMF, Board/society, local, state and federal regulations and advise program director of necessary curriculum, policies or procedure changes.
2. Develop and implement systems to monitor and document program compliance; prepare essential documents required for program accreditation in coordination with the Program Director. Utilize Med Hub Residency Management System to manage clinical, academic and professional development requirements and create resident/fellow learning portfolios.
3. Create essential documents required for program accreditation including Updates to ACGME WebAds, Annual Program Evaluation, quarterly reports of residency/fellowship activities, internal review reports and surveys/reports for specialty boards and professional organizations.
4. Ensure resident compliance with UWSMPH and UWHC credentialing requirements including medical licensure, DEA, immunizations, HIPAA and other required training. Establish working relationship with UWHC office of Graduate Medical Education. Attend GME meetings as assigned.

Program Management (35%)
1. Manage the resident recruitment process, including marketing efforts and recruitment strategy, website development, applicant screening, interview day schedule, preparing and presenting program information to candidates, developing and implementing ranking tools and submitting NRMP rankings.
2. Develop Residency Training Manual (including Goals and Objectives) in coordination with Program Director and relevant faculty; develop orientation schedule and present program information to incoming residents
3. Develop and implement systems to evaluate the curriculum and measure resident progress; analyze results and trends and present findings to physician faculty; prepare semi-annual/annual resident evaluations in coordination with Program Director.
4. Manage the academic events schedule including lecture series, journal clubs, grand rounds, case conferences and in-service exams.
5. Create yearly/ monthly rotation schedules, in coordination with all Department of Surgery divisions.
6. Maintain resident/fellow duty hour and procedure log tracking.

Administration (25%)
1. Serve as primary administrative contact for residents, answering their questions and identifying appropriate resources to address issues
2. Successfully manage program activities within assigned FY budget. Work with GME Program Manager and Assistant Administrator of Education to track expenditures and resolve budgetary conflicts.
3. Attend and participate in mandatory Department level, coordinator specific and education team meetings.
4. Hold committee meetings, if applicable.
5. May supervise student hourly workers, if applicable.

Other (5%)
1. Perform other duties as assigned.
  Additional Information
 Ability to work collaboratively and within a team environment
Ability to change and adapt job roles and responsibilities based on the needs of the education office
Have superb organizational, communication, and interpersonal skills, as well as the ability to work independently and prioritize effectively
Strong verbal and written communication skills
Ability to work professionally in a team setting consisting of diverse populations of faculty, administrators, staff, residents, fellows, and medical students
Strong attention to detail
Strong organizational skills
Strong commitment to medical education
A criminal background check will be conducted prior to hiring.
A period of evaluation will be required

  Employee Class:
 Academic Staff
Full Time Salary Rate:Minimum $40,000 ANNUAL (12 months)
Depending on Qualifications
Term:This is a renewable appointment.
Appointment percent:75% - 100%
Anticipated begin date:AUGUST 31, 2018
Number of Positions:2

Application must be received by: AUGUST 26, 2018
Please select "Apply Now" to begin the application process. You will be required to upload a cover letter and CV. In your application materials, please address the Minimum Years and Relevant Work Experience listed.
Questions about the position can be directed to:
Cory Reithmeyer
Phone: 608-263-0787
600 Highland Ave   
Fax: N/A
H4/369 Clinical Science Center   
Madison, WI 53792-0001   
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

If you need to request an accommodation because of a disability you can find information about how to make a request at the following website:

NOTE: Unless confidentiality is requested in writing, the names of applicants must be released upon request. Finalists cannot be guaranteed confidentiality. In the case where there are fewer than five finalists, the names of the five most qualified candidates must be released upon request.  

UW-Madison is required by law to request data from applicants for employment in order to monitor its recruitment and selection practices. In order for us to meet this federal reporting requirement, please go to to fill out the Voluntary Self-Identification of Disability Form and the Applicant Self-Identification Form for Protected Veterans. Please reference the Position Vacancy Number when uploading your completed forms. Completing these forms is voluntary and your responses will be kept confidential and is not considered as part of the hiring criteria.

UW-Madison is an equal opportunity/affirmative action employer.
We promote excellence through diversity and encourage all qualified individuals to apply.