GME Operations Administrator

Position Overview:

This position allows for a hybrid remote and on-site work schedule, with the majority of work currently performed remotely. Typical work hours are 8:00 a.m. to 4:30 p.m., with flexibility in establishing a work schedule within the needs of the position and team. Occasional work outside of typical business hours may be required for events, committee meetings, or other business needs.

The GME Operations Administrator is responsible for independently managing an assigned portfolio of administrative and operational functions within the Office of Graduate Medical Education (OGME). The position develops, implements, and oversees recurring operational workflows related to office administration, communications, institutional meetings and events, trainee background studies, and confidential trainee and HR-related administrative processes.

Working under general supervision, the position establishes priorities, monitors institutional and regulatory deadlines, evaluates the completeness and accuracy of required documentation, resolves routine operational issues, and coordinates necessary follow-up with program and institutional stakeholders. The position applies established University policies, GME accreditation requirements, and applicable contractual provisions to assigned administrative processes, exercising judgment to determine appropriate actions and when matters require escalation.

The position also evaluates the effectiveness of assigned workflows, identifies operational gaps and inefficiencies, and recommends and implements improvements within established guidelines. The employee serves as a primary administrative resource for assigned functions, managing day-to-day execution and outcomes without requiring individual tasks to be assigned or directed by the supervisor.

Job Duties/Responsibilities:

50%: GME Operational Administration & Process Management

• Develop, implement, and oversee administrative workflows for assigned GME operational functions, ensuring processes are completed accurately, consistently, and within applicable institutional, accreditation, and contractual requirements.
• Independently administer operational tracking and follow-up processes associated with trainee performance management, including probation, individualized learning plans, and expanded individualized learning plans. Monitor required milestones, review schedules, documentation requirements, and deadlines; identify outstanding actions; and coordinate resolution or escalation with appropriate OGME leadership and program stakeholders.
• Manage administrative processes associated with institutional, accreditation, and contractual response requirements. Interpret established procedural requirements, determine applicable deadlines and documentation needs, monitor progress, and identify matters requiring leadership review or intervention.
• Develop and maintain secure tracking systems and confidential case-management records using platforms such as Smartsheet, Google Sheets and other institutional systems. Establish and maintain processes for monitoring case status, documentation completeness, required follow-up, and timely closure of administrative activities.
• Evaluate assigned administrative workflows and tracking systems to identify recurring issues, inefficiencies, and gaps. Analyze operational information, recommend improvements, and implement approved changes to strengthen consistency, efficiency, and accountability.
• Manage the operational process for required trainee background studies, including initiating requests, monitoring completion and exceptions, resolving routine processing issues, communicating requirements to trainees and University partners, and ensuring accurate documentation and follow-up.
• Independently manage OGME's social media communications, including developing, creating, scheduling, and publishing content for Instagram and LinkedIn Business accounts. Establish and maintain content calendars, identify opportunities to promote GME programs and initiatives, and ensure communications align with University branding, recruitment, and engagement objectives.

45%: Office Operations, Communications & Administrative Services

• Manage day-to-day administrative operations for assigned OGME functions, independently prioritizing competing operational needs, coordinating resources, resolving routine issues, and ensuring timely completion of recurring activities.
• Plan and oversee the administrative execution of assigned institutional meetings, events, and activities. Develop work plans and timelines, manage logistical requirements, coordinate stakeholders and vendors, monitor progress, and resolve operational issues within established parameters.
• Administer purchasing and procurement workflows for assigned office activities, including vendor coordination, equipment and supply purchases, travel arrangements, conference registrations, and reimbursements. Apply University purchasing procedures, monitor transactions and outstanding requirements, and resolve routine discrepancies.
• Independently manage complex scheduling and administrative workflows for assigned senior leaders. Evaluate competing priorities, coordinate with internal and external stakeholders, and exercise judgment in organizing commitments and addressing scheduling conflicts.
• Manage OGME's external-facing communication channels and processes, serving as a primary administrative contact for University departments, GME programs, and external partners.
• Evaluate and respond to inquiries within established guidelines, identify issues requiring specialized review, and coordinate appropriate resolution.
• Develop, coordinate, and oversee recurring institutional communications, including the monthly GME newsletter, website updates, and annual report. Manage content development, establish production timelines, coordinate contributions, edit materials, and ensure accuracy and consistency with University communication standards.
• Administer standardized correspondence and documentation workflows related to assigned trainee leave and performance management processes, ensuring communications are accurate, timely, appropriately authorized, and consistent with established procedures.

5%:Other duties

• Special projects and process improvement initiatives.
• Cross coverage of GME team members.
• Other administrative responsibilities as assigned.
• Occasional in person event support (e.g.GME Orientation, Welcome Events, etc)

Required Qualifications

• BA/BS or a combination of related education and work experience to equal four years.
• At least one year of experience managing administrative processes related to employee compliance with workplace requirements.
• Demonstrated experience independently administering recurring operational processes, including managing deadlines, monitoring completion requirements, resolving routine issues, and coordinating across multiple stakeholders.
• Demonstrated ability to interpret and apply established policies, procedures, and guidelines to administrative activities and determine when issues require escalation.
• Experience reviewing operational processes or tracking systems, identifying inefficiencies, and recommending improvements.
• Demonstrated ability to manage competing priorities, exercise sound judgment, and maintain accuracy and confidentiality when handling sensitive information.
• Excellent written and verbal communication skills, including experience communicating with internal and external stakeholders.
• Proficiency with Microsoft Office and Google Workspace applications and the ability to learn and manage additional administrative systems.

Preferred Qualifications

• Advanced Microsoft Office and Google Drive skills.
• Experience in higher education and/or a healthcare administration environment.
• Demonstrated ability to be resourceful - identifies errors and takes initiative to solve problems as they arise.
• Proficiency with Adobe Acrobat.
• Experience using a collaborative email management system.

The Office of Graduate Medical Education (OGME) within the Medical School at the University of Minnesota has a long tradition of post-graduate training in nearly all of the medical and surgical specialties and subspecialties. Over 1,060 residents/fellows (trainees) receive their training in our GME programs each year. The Medical School sponsors over 100 accredited and 50 non-accredited residency and fellowship programs at nearly every hospital in the Twin Cities (Minneapolis/St. Paul) and numerous urban and rural clinics and hospitals across Minnesota. The OGME works across more than 20 affiliated teaching hospitals and 500 clinical sites. We provide support to over 135 faculty level Program Directors, 70 Program Administrators and 10 Education Managers across the medical school's 19 clinical departments.

Pay Range: $26.44-$31.25 per hour ($55,000-$65,000 annually); depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: Hybrid: In-person average of 20 days per year; the rest of the time is remote

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail jobcentr@umn.edu.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.