Graduate Medical Education Operations Specialist - Fellowships

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Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500034 GME Ofc (Grad Medical Educ)

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109

Compensation Range:

$56,500.00 - $79,100.00

Responsibilities:

Serves as a Graduate Medical Education (GME) Operations Administrator responsible for managing the onboarding, appointment administration, and employment lifecycle activities for assigned residency and fellowship programs. Provides operational support for human resource processes, enterprise systems, institutional compliance, and orientation activities for trainees while ensuring accurate records and regulatory documentation. Collaborates with program leadership, Human Resources, faculty, department administrators, Identity Management, Information Technology, the International Services Office, other internal departments, and external agencies to deliver efficient, compliant and customer-focused operational services throughout the trainee lifecycle.

ESSENTIAL FUNCTIONS

• Trainee Appointment Administration – Oversees and manages appointment, reappointment, transfer, promotion, leave and separation processes for GME trainees. Reviews appointment documentation, facilities approvals, collaborates  with Human Resources and institutional departments/divisions, and ensures timely processing of trainee employment transactions while maintaining compliance with institutional policies and regulatory requirements.
• Onboarding, Orientation & Human Resource Operations – Manages all aspects of trainee onboarding and orientation, including employment documentation, identity management, Workday-related activities, onboarding logistics / educational materials, and communications with incoming trainees.
• Enterprise Systems & Records Management – Ensures the maintenance of accurate trainee information within enterprise systems supporting GME, including demographic information, appointment status, training history, onboarding requirements, and institutional records. Monitors data integrity, resolves discrepancies, supports institutional reporting.
• Regulatory Compliance & Program Operations – Collaborating with HR, Benefits, and Leave Administration, manages activities supporting institutional and regulatory requirements for tracking and reporting various actions including but not limited to, accommodations, leaves of absence, special grantrelated contracts related to research, and specific system management for coding ACGME leaves.  Develops and refines Standard Operating Procedures (SOPs) to streamline workflows, processes, and efficiencies. 
• J-1    Exchange    Visitor    Program    Administration    and      Regulatory Compliance - Serves as the institutional coordinator for J-1 Exchange Visitor sponsorship activities for residents and fellows. Administers all aspects of the J-1 visa process, including initial sponsorship, extensions, transfers, amendments, and regulatory reporting. Interprets and applies Department of State, Intealth, Educational Commission for Foreign Medical Graduates (ECFMG), and University policies to ensure institutional compliance. Advises departments, program leadership, residents, fellows, and external agencies regarding immigration requirements while maintaining accurate documentation and monitoring regulatory deadlines
• Operational Support & Continuous Process Improvement – Provides operational support to trainees, program administrators, faculty and institutional partners. Participates in continuous process improvement initiatives, assists with standard operating procedures, supports departmental projects..  Participates in special project work and serves on teams or committees as needed. Works to align departmental projects with overall human resources policies.
• Other job duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 3 years of administrative experience required
• Or equivalent combination of education and experience
• Experience coordinating complex administrative and operational processes requiring independent judgment, accuracy, and team oriented customer service strongly preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Proficiency in HR management systems required
• Strong leadership skills and experience in managing projects required
• Advanced Excel skills preferred
• Strong organizational and communication skills preferred.
• Experience with enterprise databases and Microsoft 365 preferred.
• Ability to manage priorities and maintain confidentiality preferred.
• Experience with Workday, MedHub, or similar enterprise systems strongly preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.