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