Associate Graduate Medical Education (GME) Program Specialist - Long Island

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. For the fourth consecutive year, Vizient Inc. ranked NYU Langone No. 1 for quality care in the nation and U.S. News & World Report recently placed 12 of its clinical specialties among the top 10 in the nation. NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition-free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.

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Position Summary:
We have an exciting opportunity to join our team as an Associate Graduate Medical Education (GME) Program Specialist - Long Island.

The Associate GME Program Specialist performs a broad range of administrative and operational duties in support of the Graduate Medical Education (GME) Office under the general supervision of the Manager of GME. Provides support to GME Program Coordinators and assists with the coordination of onboarding and credentialing processes, maintenance of house staff records, special events and recurring annual administrative activities for all GME programs.

Job Responsibilities:

• Onboarding, Credentialing, and House Staff Administration
  • Assists with the onboarding and credentialing process for advancing house staff, including monitoring completion of Advancement and changing program checklists and required Learning training modules.
  • Maintains and updates house staff records and program data in New Innovations.
  • Performs miscellaneous house staff record maintenance and database updates, as needed.
  • Supports semiannual program updates and maintenance related to various certifications, and other program requirements.
  • Processes GME Checklists for Chief Resident
  • Requests and confirms beeper number entries in New Innovations.
  • Verifies graduate information and coordinates diploma orders for graduating house staff.
  • Assists with orientation activities for incoming house staff.
• In-Rotators and Application Coordination
  • Coordinates onboarding processes for in-rotators.
  • Reviews New Innovations account entries for accuracy and completeness and requests appropriate systems access, including KIDS, Epic, security ID badges and NYU email accounts, as applicable.
  • Reviews and approves applications for departments.
  • Monitors completion of onboarding checklists, including required documentation and training modules.
  • Coordinates security clearance and follows up on compliance requirements such as flu vaccination and opioid certificate submissions.
  • Processes and tracks Moonlighting and EWEP application as well as submits Assistant in Service applications to medical staff.
• Educational Program Coordination
  • Coordinates the Core Competency Lecture Series, including scheduling topics and presenters for 12 lectures per academic year.
  • Enters lectures into New Innovations and sets up associated surveys.
  • Tracks attendance, saves survey responses, sends out recordings, and maintains lecture-related records.
  • Prepares and distributes promotional materials, including flyers with QR codes, email notifications, and Outlook calendar invitations.
  • Coordinates food orders for scheduled educational sessions.
• Events, Communications, and Publications
  • Coordinates First Night on Call (FNOC) for incoming house staff, including recruiting faculty volunteers and preparing schedules.
  • Produces the House Staff Newsletter approximately five times per year using Canva.
  • Collaborates with HS Representative to collect and organize newsletter content submissions.
  • Develops and prepares program brochures, flyers, and other communication materials.
• Research Day Coordination
  • Serves as the administrative point person for annual Research Day planning and preparation.
  • Manages event communications, including email notifications, acceptance notices, and deadline reminders.
  • Coordinates logistics with the poster vendor, poster board assembler, and professional photographer, including parking arrangements.
  • Tracks and records abstract submissions through Qualtrics and resubmissions.
  • Collects and organizes faculty submissions (if applicable).
  • Recruits and coordinates abstract reviewers and judging committee members.
  • Distributes blinded abstracts and provides review timelines and instructions.
  • Coordinates poster board setup, event materials, presentation slides, and related logistics.
  • Assists with developments and preparation of the digital program.
  • Creates promotional flyers and informational display materials.
  • Updates the Research Day announcement on the GLISOM website annually.
• Additional Position Specific Responsibilities
  • Performs other administrative and operational duties as assigned in support of the GME Office.

Minimum Qualifications:

• Bachelors Degree in related field; Excellent communication skills (both oral & written), interpersonal and organization skills.
• Proficiency with computers including Microsoft (Word, Excel, and PowerPoint).

Preferred Qualifications:

• 3 - 5 years Academic Medicine.
• Proficiency in database and records management; experience with New Innovations preferred.
• Proficiency in Canva or similar design platforms preferred. Ability to prepare professional correspondence, reports, flyers, and communications materials.
• Ability to work collaboratively with faculty, trainees, and administrative staff across multiple departments.
  
  

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Langone Health is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

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NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,299.99 - $91,141.40 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here